How to Set Up Recurring Plans

Sit back and relax with Cheqdin's comprehensive recurring plans billing system. We automate the invoicing workflow for you and give you total control so that you can make final checks and amendments if required. If no changes are needed for the recurring drafts, it's easy! Just use the ‘Batch Approve’ and ‘Batch Send’ options.

Set Up Recurring Plans

Recurring plans are usually set for scenarios where tuition-based plan charges are the same each month regardless of the child's sessions. Even if there are some add on fees or charges to be added on a one-off basis, this can be handled when the recurring invoices are saved in the Drafts (i.e. before sending out invoices).

To set up a plan, go to 'Billing' > 'Recurring Plans' and click on the 'Create Recurring Plan' button.

Here is an example of how to create a recurring plan.

Step 1: Create/Select Plan

1 - Create New or Pick a Template: Click on this drop-down menu to choose from saved templates (there is a sample template saved for your perusal) or use "New plan" to continue creating your plan.

2 - Plan Name: Each plan must have a name assigned to it. We recommend naming plans as per the weekly plan that the children attend. i.e. Half Day MTW or Full Day – Full Week etc.

3 - Your options are weekly and monthly.

• The monthly Billing cycle option includes Previous, Current, and Next. The best way to see how it works is by changing your plan to each option and viewing how the dates are reflected in the blue preview bar. Recurring monthly invoices will be generated as per the day you have set in the invoice settings for your centre (see below). If you need to change this, go to 'Invoice Settings'.

If your billing cycle is different (For example bi-monthly, yearly, termly or custom date ranges), we recommend creating invoices manually i.e. one-off invoices.  

• Weekly Billing Cycle: Use blue preview bar dates to choose the cycle. For weekly plans, drafts are generated by default on Sundays.

4 - Set a date at which the invoice would become due once it has been sent. 

5 - First Billing Period: This indicates when the system should start generating invoices with the charges defined. Pay attention to the blue preview bar as you select these dates.

6 - Last Billing Period: The system will stop generating invoices with these specific charges on the date that you choose here.

7 - Blue Preview Bar: Select your plan's billing period date, invoice due date, billing cycle and the preview bar will automatically populate and prompt you with the chosen dates.

8 - Item Charges: Use the 'Add Product' option to select from the list of predefined products/sessions or use the ‘Add Custom’ option to enter custom fields of your choice. 

9 - Sub Total of all the items entered. 

10 - Option to enter Discount values if required. 

11 - Option to enter tax/VAT values if required.

12 - Total gives you the total amount of the invoice.

Step 2: Assigning a Plan to the Children

Make your selection by child name (1)/Room (2)/Tags(3) or Weekly booking patterns(4).

You can use child name (1) rooms (2) tags (3) or weekly booking pattern (4) to narrow down the list if needed. Once you have made your selection, continue to Step 3.

Tip1: Cheqdin allows you to assign multiple recurring plans to the children, for example, one plan for term time and another one for holiday club plan.

Tip2: Use the filter to see the list of children without any plans assigned to them. This is the easiest way to find and allocate plans to newly added children.

Step 3: Preview & Submit the plan

While creating a recurring plan you have the option to save the plan as a template.

Once you submit a plan for the recurring billing, draft invoices will be created on the day that you have set up. For weekly plans, all drafts will be created by default on Sundays.

Important: 

All invoices saved in the drafts section require your approval prior to sending the final invoice(s). If there are no changes required on draft invoices, use the 'Batch send' and 'Batch Approve' options in 'Drafts' to send out invoices to your customers.