Who We Help
We work with childcare providers – including nurseries, childminders, and wraparound care in schools – using Famly to run their operations.
When your focus is rightly on the children, accounts and billing can easily fall behind. Payments come in from multiple places – Tax-Free Childcare, local authority funding, bank transfers and card payments. Managing this properly requires consistent daily oversight. If left for even a few days, it can lead to errors and an inaccurate picture of your finances.
We take full responsibility for this work, managing your day-to-day bookkeeping, billing and month-end accounts so you can stay focused on providing high-quality care.
Built around
We help you get more from Famly, keeping it organised and dealing with technical issues. Our experience with the system, alongside our work as software engineers, helps us resolve issues when they arise.
We also have a separate Artopian Famly account, so we can test changes safely before making them in your live account.
As families leave, outstanding balances and unresolved credits can remain on Famly for years. Left alone, they become increasingly difficult to address.
We review each account, trace where any issues come from, and recommend the right course of action – whether that means recovering fees, writing off balances, or making bookkeeping corrections.
Each day we review your banking activity, matching incoming payments to the correct invoice and bill payer account.
In Famly, parent account balances are kept up to date, reducing invoicing errors and giving you a clear view of what’s been paid and what’s outstanding. This gives you a stronger basis for planning ahead financially.
We manage all bill payer accounts and meet with you in person each month to review your financial position. We highlight which accounts need chasing and advise on next steps.
We also handle day-to-day billing queries from families, reviewing payment and invoice history where needed. This gives you greater confidence in your financial records.
What We Do
Our support is designed to fit the needs of your childcare business. From day-to-day finance admin to wider account support, our work can be shaped around the needs of your team.
Payments arrive continuously throughout the month and through a range of routes, including bank transfers, card payments and funding schemes. We monitor activity daily, matching each payment to the correct bill payer account and linking it to the relevant invoice where needed, so balances stay accurate as things change.
By staying on top of accounts day to day, we ensure records remain current rather than needing to be corrected later. We keep an eye out for anything that doesn’t look right missing payments, partial payments, unexpected amounts, invoicing gaps or discrepancies — and address these early before they grow into larger issues.
This ongoing oversight keeps both payments and invoicing aligned, maintaining a clear and up-to-date picture without teams needing to track every detail themselves.
Maintaining clear, consistent bill payer accounts so invoices are issued from reliable data and queries are easier to handle.
Alongside day-to-day payment monitoring, we maintain ongoing oversight of bill payer accounts at a whole-setting level. We keep track of who has and hasn’t paid, so the overall position across families is always clear and up to date.
This allows us to provide regular management summaries and highlight outstanding balances or emerging patterns, supporting conversations, follow-ups and decisions where needed. Accounts remain organised and easy to understand, giving leadership a reliable view of the bigger financial picture, not just the day-to-day movement of payments.
We oversee how Famly is used in practice, keeping records tidy, consistent and up to date so the system continues to work as intended. Where workarounds or inconsistencies have built up over time, we correct them and bring things back into line, maintaining clear links between accounts, balances and invoices.
To avoid disrupting day-to-day operations, we use a separate Famly test environment to trial changes or fixes before anything is applied to your live system.
This helps ensure adjustments are made carefully and confidently, without introducing risk or confusion for staff.
We identify and review outstanding fees across bill payer accounts, including historic balances that may have built up over time. Each case is looked at carefully to clarify what is genuinely owed, what may need correcting, and where a decision is needed.
We support follow-ups with families where appropriate and provide clear visibility on the level and status of unpaid fees. The aim is to bring unresolved accounts to a clear outcome, rather than carrying uncertainty forward month after month.
Our Work
Some of our case studies
Green Gables Montessori Nursery
Daily Account Management and Financial Systems Cleanup
40 hours
per month saved
110 families
enrolled
£10,000 +
historical fees recovered
Since July 2025, Artopian has supported Green Gables Montessori Nursery – a Harrogate nursery serving 110 families – by managing their daily and month-end financial administration, while also improving their use of the Famly platform.
Each day, Artopian records all incoming payments in Famly, keeping parent account balances current and giving the team a clear view of what has been paid and what remains outstanding. At the end of each month, we meet with Green Gables to review finances, highlight accounts needing attention and recommend next steps.
Together, this reclaims around 40 hours of administrative time each month, while improving banking and month-end processes and giving the leadership team a much clearer picture of their financial position.
Artopian has also transformed how Famly is used – cleaning up the database, removing duplicate records and resolving technical errors. Through this work, we identified families who had left the nursery with outstanding balances. Over four months, working through each case individually, we closed dormant accounts and recovered more than £10,000 in historic fees.
Green Gables are happy to speak with prospective clients about their experience working with Artopian. If you would like to speak with them, please ask us and we can arrange a call.
Getting Started
Every childcare provider works differently. Initially, we spend a few weeks getting to know your team and your business – understanding the different funding arrangements, family situations and account histories behind your finances. From there, we put together a tailored proposal.
We offer an initial three-month period and ask only for your honest feedback. This gives you the chance to see our support in practice, while giving us time to refine what we do around the exact needs of your setting.
There’s no obligation at any stage – just an opportunity to see if we’re the right fit for your business.
The relationships we build through our work matter more to us than anything else. That is why we place such importance on trust, care and the way we work with people.
Jordan Saphir
Managing Director
The relationships we build through our work matter more to us than anything else. That is why we place such importance on trust, care and the way we work with people.
Jordan Saphir
Managing Director
Before and After School Care
Daily Account Management and Financial Systems Cleanup
Single or Multi-Site
financial oversight
Term Time and Holiday
provision
Before and After School Provision generates consistent financial activity across a large number of families. Charges are often structured around individual sessions, term-time blocks or holiday programmes, and income may arrive through several different payment methods. While the model differs from full-time nursery provision, the administrative demands are similar: payments need allocating accurately, balances need updating regularly, and systems must reflect what has actually been received.
In many settings, financial oversight sits alongside operational responsibility. The same person managing staff, safeguarding and daily logistics may also be reconciling income and responding to parent queries. When processes are informal or deferred, discrepancies can build gradually and it becomes harder to feel confident that the figures are fully up to date.
The service we provide in nursery settings translates directly into this environment. Bank activity is reviewed carefully, payments are allocated consistently, and systems are maintained so that balances remain accurate. Leaders are able to see clearly where accounts stand without needing to manage the detail themselves. The result is steadier oversight and fewer reactive conversations.
For providers operating across more than one school site, this structure can also be centralised. Rather than each location managing reconciliation independently, oversight can sit under one consistent process, giving leadership a clear view across all provision. This reduces variation and ensures that information is comparable from site to site.
Whether supporting a single club or several, the objective remains the same: reliable figures, accurate balances and financial clarity that allows leaders to focus on running their provision.
Childcare Prospectus
For an overview of how we support childcare providers, we invite you to explore
our prospectus below. It can be viewed online or downloaded as a PDF to share with
your team.
Don't use Famly?
No problem – send us a message or email. We’re happy to work with your existing tools and adapt our process to fit your business.
