The problem
A family asks for an extra day this week, a child on occasional care comes on Tuesday and Thursday: those hours outside the contract really did happen, but where do you write them down so that they are actually billed? A sticky note on the desk or a line in a spreadsheet is far too often forgotten by the time the invoice goes out.
Then there is the subtlety of the gap between attendance and billing: a child present from 9 am to 3 pm may be billed from 8 am to 5 pm depending on the contract. Without a tool that tells the two apart, there is no way to keep track.
How Kidola solves it
The Synthèse Hebdo (weekly summary) is the one place where the manager adds one-off days or attendance hours, child by child, week by week. The hours you add are carried over automatically onto the month's invoice, even on an empty contract.
Kidola keeps two columns apart: the Planifié (the planned attendance) and the Facturable (what goes onto the invoice). You edit them separately, and you can even add a day without billing it by leaving the Facturable column empty.
Step by step in the app
- 1
Open the Synthèse Hebdo
In Menu, open the Synthèse Hebdo, search for the child, then go to the week concerned.
- 2
Add the day or the hours
To the right of the day, the add button lets you add a one-off day or attendance hours.
- 3
Adjust the planned and the billable
The edit button lets you change the Planifié and the Facturable separately. The Facturable column is what goes onto the invoice: a child present from 9 am to 3 pm can for example be billed from 8 am to 5 pm.
- 4
Check on the month's invoice
The hours you added are carried over automatically onto the month's invoice: there is nothing else to re-enter on the billing side.
Pitfalls to avoid
- The Synthèse Hebdo also works on an empty contract: that is the way to bill purely occasional care.
- To add a day without billing it, leave the Facturable column empty.
- Keep the habit of checking the Facturable column: it is that column, not the planned one, that determines what goes onto the invoice.
Frequently asked questions
Are the hours added in the Synthèse Hebdo really billed?
Yes: they are carried over automatically onto the month's invoice, as soon as the Facturable column is filled in.
Can I add days for a child who has no hours in their contract?
Yes, the Synthèse Hebdo also works on an empty contract: that is exactly how occasional care is meant to work.
What is the difference between Planifié and Facturable?
The Planifié describes the child's planned attendance; the Facturable is what goes onto the invoice. The two are edited separately, which lets you bill 8 am to 5 pm for attendance from 9 am to 3 pm, for example.