Who We Help
We work with childcare providers – including nurseries, childminders, and wraparound care in schools – who manage regular payments from families and use Famly to run their operations.
When your focus is rightly on the children, staying on top of complex billing is easily overtaken by the demands of the day. Maintaining a clear financial overview is a challenge when payments are split across Tax-Free Childcare, local authority funding, bank transfers, and card payments. Manually reconciling these separate sources becomes a constant cycle of admin that, if left for even a few days, leads to frustrating billing errors and makes it much harder to see the true financial picture of your setting.
We take full responsibility for this work, managing your billing day-to-day so you can stay focused on providing high-quality care.
In collaboration with
We help keep your Famly system organised and working smoothly. Over time, records can become messy as families join, leave or change arrangements, so we regularly review the system and tidy things up where needed.
We also support clients in using Famly effectively, helping resolve issues and sharing practical knowledge from our experience with the platform and wider Famly user community.
To avoid disrupting normal operations, we use a separate Famly test environment to trial changes or fixes before applying them to your live system. This allows changes to be tested safely so the running of your nursery is never disrupted.
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.
Childcare businesses handle a high volume of daily financial activity as families pay their fees. Payments arrive through a range of methods, including bank transfers and government funding schemes. Reconciling these and keeping accounts up to date requires daily attention. We review banking activity each day, matching payments to the correct bill payer account and linking them to the relevant invoice.
By staying on top of accounts day to day, we ensure records remain accurate and quickly flag any discrepancies before they grow into larger issues.
We keep bill payer accounts organised and up to date so it is always clear who has and hasn’t paid. Each month, we meet with our clients to review the accounts together, giving them a clear view of outstanding balances across families and recommending actions where needed, such as payment reminders or balance adjustments.
We also handle payment queries from families, reviewing historical payments alongside invoicing records to help resolve any issues quickly and clearly.
What We Do
Our support is designed to fit the needs of your childcare business. The areas below outline the core work we manage, which can be adapted to suit 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.
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.
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 cleared
Green Gables Montessori Nursery is a 74-place nursery in Harrogate. With 110 families enrolled, the nursery handles a high volume of daily financial activity. Payments arrive in multiple formats, from bank transfers and card payments to Tax-Free Childcare (TFC) and government funding streams. Reconciling these different payment types and keeping accounts up to date is a task that requires constant attention, consuming time that is better spent supporting children and delivering high-quality early years care.
Since beginning our work with Green Gables in July 2025, a key part of our role has been the daily review and monitoring of bank activity. Every incoming payment is recorded in Famly straight away, so the information in the system is always current and matches the bank exactly. This prevents the “drift” that often occurs in busy settings, where a backlog of unallocated payments makes it hard to see exactly how the accounts stand. This daily attention keeps invoices accurate and means parent queries can be answered instantly, with any conversations about fees based on balances that are reliable.
These daily updates lead into a monthly in-person meeting where we review the financial picture together. By preparing all account details in advance, we provide a straightforward overview of the month’s activity and present clear, practical options for any accounts that need attention. This collaborative approach ensures the leadership team remains fully informed and in control of major decisions, while reclaiming around 40 hours of administrative time each month to focus back on the nursery itself.
Our work has also extended to refining the nursery’s use of Famly, where we have streamlined how information is held on the system. This involved a comprehensive cleanup of the database, removing duplicate records and resolving technical errors that had cluttered the system over time. We also undertook a deep-dive into long-standing outstanding balances, successfully reconciling thousands of pounds in previously unaccounted-for billing. By clearing these historical outstanding fees, we’ve brought the accounts to a clean and accurate position from which the day-to-day management of finances can now continue smoothly.
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.
