There are two important things to consider for drop-in billing.
Procare is intended for use with returning families and children you expect to see regularly, even though you may not know just when they will ‘drop in’. If you have a mix of part-time and full-time children, along with drop-ins, then Procare is an especially good fit. The next thing to consider is how families are charged their drop-in fees.
Pre-Pay for a Block of Hours
In some centers, families may purchase a preset block of hours in advance, then use up a few hours each time they drop in. You can easily record the payment for the block of hours in Procare, letting the family carry a credit balance on their account. As hours are charged to their account, the credit balance gradually decreases until it reaches zero. At that point additional blocks may be purchased.
The ‘Pay Now’ model means a family pays when the child is picked up. Or they might pay a deposit at drop-off with any remaining amount due at pick up. This means you’re charging fees and accepting payments throughout the day as various children come and go. Use the Drop-In Contract Billing or Drop-In Formula Billing features to quickly calculate and record fees.
The most efficient way to process drop-in fees is the ‘Pay Later’ model. Here you wait until the end of the day or week and charge all families at once using Automated Formula Billing. This saves time as you don’t need to record charges and payments every time a child comes or goes. The parent can pay the next time they come in or use Tuition Express to automatically collect fees.