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Invoicing & Payments

Providers

Wootzoo's invoicing module lets you create, send and track invoices for every parent. You can invoice for ad-hoc sessions, contracts, or any custom charge. Payments can be made online via Stripe or recorded manually.

Creating a One-Off Invoice

  1. Go to the parent's profile and open the Invoices tab.
  2. Click Create One-Off Invoice.
  3. Add a title, description and amount. You can add multiple line items to a single invoice.
  4. Set a due date and optionally enable a Pay Now button (requires Stripe connected).
  5. Save as a draft to review, then click Send to email it to the parent.

Contract Invoices

If a child has an active contract (term dates, hours, hourly rate), you can generate a contract invoice directly from the Invoices tab. Wootzoo calculates the invoice amount based on the contract dates and rate, applying any CCOW funding deductions automatically.

Bulk Invoicing

Go to Invoicing → Bulk to invoice multiple parents at once for the same period. Select the children, review the amounts, and send all invoices in one step. You can mark invoices as paid from the bulk view too.

Recording a Manual Payment

When a parent pays by cash, BACS, childcare vouchers or Tax-Free Childcare:

  1. Open the invoice and click Record Payment.
  2. Enter the amount paid and select the payment method (Cash, BACS, Tax-Free Childcare, Childcare Vouchers, Cheque).
  3. The invoice status updates to Paid (or Part-Paid if the amount is less than the total).

The payment method is stored against the invoice so you can refer back if fees are ever disputed.

Online Payments (Stripe)

Connect your Stripe account under Settings → Payment Details. Once connected, invoices can include a Pay Now button. Parents pay online and the invoice is automatically marked as paid.

Stripe payments require 3D Secure authentication for most cards. The parent is redirected to their bank's authorisation page and then returned to Wootzoo.

CCOW (Childcare Offer for Wales)

For contracts, Wootzoo calculates the CCOW-funded deduction automatically, so you don't have to work it out manually. This needs setting up first in Settings → Invoicing, under the Childcare Offer for Wales card - set your own hourly rate and the current Welsh Government CCOW rate.

See the full guide: Childcare Offer for Wales (CCOW) for the settings and how the two calculation methods work.

One-off invoices and funding

The same is true of a One-Off Invoice: CCOW and Flying Start are not deducted automatically there either, that only happens on contract invoices. On the one-off invoice screen, add the funded amount yourself in the Discounts / Funding section:

  1. Click Add Discount and describe what the funding is (e.g. "Flying Start funding").
  2. Use the calculator button () to work out the amount from hours, rate and weeks in the billing period, or type the amount in directly.
  3. The calculator is just arithmetic, it doesn't read the child's actual funded entitlement or apply anything by itself.

Payment Reminders

Wootzoo sends automated reminder emails when invoices are overdue. Configure the reminder schedule under Settings → Invoicing → Invoice Chase-up Settings:

Invoice Statuses

Ad-hoc Sessions Discounts