💸 Outstanding Balances on Children’s Accounts

The Outstanding Balances view helps you quickly identify which children still owe fees after invoices have been posted and payments allocated.
You can then email balance statements directly to parents and review a log of all reminders sent.

1. Accessing Outstanding Balances

• Go to Finance → Billing from the left-hand menu.

• By default, children are listed alphabetically — so balances may appear mixed.

Use filters to focus on the children who currently have outstanding amounts.

2. Sorting by Current Balance

• Use the Sort By dropdown at the top centre of the screen.

• Select Current Balance.

• Children with outstanding balances will appear at the top (highest to lowest).

• Children with credit balances will appear at the bottom.

This makes it easy to see who still owes fees.

3. Sending Reminder Emails

• Next to the child’s balance on the right, click the envelope icon (Email Statement Balance to Parents).

• A pop-up will appear with a pre-generated email to send.

• On the left, you’ll see the parents linked to the child’s account.

• Use the toggles to choose which parent(s) should receive the message.

• Once ready, click Send Email.

Each reminder includes the current amount owed and your service’s contact details.

4. Viewing the Email Log

• Click the clock icon next to the envelope to open the Email Log.

• Here you’ll see:

  • Date and time the email was sent

  • Amount owed at the time

  • Recipient

  • Sender

This log helps you keep track of reminders and follow-ups with parents.

Best Practice Tips

• Sort by Current Balance after each invoicing cycle to stay on top of arrears.

• Send reminder emails to all relevant guardians (toggle both parents where applicable).

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