Invoices: itemised, automatic and paid on time

It all lives in Money

Open Money in your workspace. In the MinderHQ app, Today is the native tab for the daily juggle — Money, like everything else, opens from Manage and works exactly the same.

The Invoices tab shows three totals at a glance — Outstanding, Paid this month and Overdue — with every invoice listed underneath. Everything is itemised to the 2026 funding rules: funded hours show as free, and extras are marked voluntary.

Create an itemised invoice

Building one by hand takes a minute:

1. 1Tap "+ New invoice".
2. 2Choose the "Child" and who to "Bill to", add a "Period" (e.g. July 2026) and set "Due in (days)" — 14 is the default.
3. 3Add your lines, picking a type for each: "Funded hours (£0)", "Paid hours", "Food (voluntary)", "Consumables (voluntary)", "Activities (voluntary)" or "Other". Funded lines are locked at £0.00, and food, consumables and activities go on the invoice as voluntary charges.
4. 4Use "+ Add line" or "+ Food (voluntary)" for extra rows, check the total, then tap "Create invoice".

Or generate it from the schedule

If a child's Schedule tab holds their sessions, rates and funded hours, you never need to type an invoice again.

1. 1Tap "From schedule", pick the "Child" and "Month", then tap "Generate invoice" — funded sessions land as £0 itemised hours.
2. 2To do the whole setting at once, tap "Invoice everyone…", pick the month and tap "Go".
3. 3The batch creates one invoice per child, skipping anyone already invoiced for that month or with no schedule — and it names who it skipped, so nothing slips through.

Extras: log them the moment they happen

Zoo entry, a late pickup, an unplanned lunch — log it on the "Extras to bill" card and it rides that child's next generated invoice automatically.

1. 1Tap "+ Log an extra".
2. 2Pick the child, describe it (e.g. Zoo trip entry), enter the amount and choose "Food", "Consumable", "Activity" or "Other".
3. 3Tap "Save extra". Pending extras stay on the card until an invoice sweeps them up, then show a "✓ invoiced" tick.

Sending it, and being easy to pay

Tap "View / share" on any invoice to open the shareable document and send the link. Parents also see every invoice — with your payment details underneath — in their portal and the parent app's Money tab. Set those details up once:

1. 1On the "Getting paid" card, tap "Set up" (or "Edit").
2. 2Add your "Account name", "Sort code", "Account number" and "Tax-Free Childcare reference".
3. 3Choose how to chase overdue invoices: "Weekly until paid (recommended)", "Every 3 days until paid" or "Off — I'll chase myself". The polite reminders then run without you lifting a finger.
4. 4Tap "Save payment details".

Recording payments

When money arrives, log it against the invoice so your totals stay honest.

1. 1Tap "Payments" on the invoice.
2. 2Enter the "Amount (£)" — it pre-fills with what's outstanding — and pick how it arrived: "Tax-Free Childcare", "Bank transfer", "Cash", "Card" or "Other".
3. 3Add a reference (worth keeping for Tax-Free Childcare payments) and the date received, then tap "Record payment".