If you offer funded places, the DfE guidance says your invoices must show funded hours, private hours and each chargeable extra as separate lines, with your full details. Parents should be able to see at a glance that the funded hours cost nothing.
What to put on the invoice
- Your name and setting name, address and contact details.
- The parent's name and the child's name.
- The invoice date, the period it covers and when it's due.
- Funded hours for the period, at no charge.
- Private hours, with the rate and the total.
- Each optional extra on its own line, such as meals or a trip.
- Any late payment or extra time charges, on their own lines.
- The total due, and how to pay, including Tax-Free Childcare if you accept it.
Spread fees and invoices
If you spread fees evenly over the year, the monthly invoice is the same every month, but it should still show the funded and private split for that period. Note that the amount is the spread monthly payment, so a month with holidays doesn't look wrong.
Keeping it consistent
The hours on the invoice should match the contract and the parental declaration. If a child's hours change, update all three on the same date. My parental declaration guide covers that side.
Questions people ask
Do I have to itemise funded hours on an invoice? Yes. The DfE guidance requires funded hours, private hours and each chargeable extra to be shown separately.
Can I show funded hours as a discount? Show them as free hours on their own line. Presenting them as a discount off a full fee can suggest the funded hours have a price, which they don't.
GoChildmind's contract shows each child's funded and private hours for every week pattern, so your invoices can use the same figures.