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Original poster

How do You collect money?

29 replies

BitsofPaper · 27/04/2016 16:49

Hi, not sure if this is the right place to ask (sorry if not- I'm new!) but do any CMs, nurseries or after school clubs etc out there use any systems for collecting money from parents? I'm trying to think of a way to make things easier than just asking for cheques/cash. I've tried asking for bank transfers but I still need to chase them up. Just wondered what everyone does else in case I'm missing a trick-Thanks in advance!

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Maryann1975 · 28/04/2016 15:04

I'm a cm and don't do any paperwork in the evenings or weekends. I work enough hours during the day without adding to it. I generally do some when the children are napping or having a rest after lunch or some stuff I find I can get done if they are happy playing.
Parents pay me by bank transfer and vouchers which are done on the Internet. I wouldn't want to be paid by cheque as the nearest bank is 10 miles away and it's an extra job to go and cash it and as the families I have are both full time atm it would be too much cash to be given in one go.

I did have a late payment bit in my contracts years ago and did use it. I don't have it in there now, and really I should. One the families doesn't seem to get the importance of paying their childcare on time and the money is often a couple of days late being transferred.

Original poster
BitsofPaper · 28/04/2016 12:09

Thanks Smile

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HSMMaCM · 28/04/2016 07:05

If you're just considering it, then you will find most of this is covered in your local authority briefing when you start. Yes, you will have to complete tax returns and arrange to pay your national insurance. You will also need public liability insurance and different car and home contents insurance. You need to register and lay annual fees to Ofsted and be inspected by them.

I used to do admin in the evenings and it drove dh and DD mad. If I'm honest I still do some in the evenings. I do my learning journeys on word documents, which include photos and planning. I email these to parents, pre schools and schools once a term. I also do daily notes and monthly newsletters.

Everyone does it differently. You just need to find what works for you.

Original poster
BitsofPaper · 27/04/2016 23:24

I'm just researching it all at the moment, I've worked at clubs before and asked parents for money and tried out the bank payments etc but trying to work out how much time will be spent doing all of the admin- how much you have to do when the children aren't there and what you can do when they are!

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Peasandsweetcorn · 27/04/2016 23:16

Our cm is term time only so it does differ from month to month. She sends me an invoice by email on about 25th of the month for the following month. I usually pay it there & then by bank transfer. On one occasion, I forgot so my cm just forwarded the original email to me again on 1st of the month and reminded me it was outstanding & I then paid it.
I usually pay for more sessions than I use and, as she knows this, if I need an extra session, it is just swapped with one I didn't use.

NickNacks · 27/04/2016 23:08

Are you a childminder??

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BitsofPaper · 27/04/2016 23:07

Aargh tax returns??!!Shock

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PhoebeMcPeePee · 27/04/2016 23:03

Same as HSMM I invoice monthly in advance and make any adjustments the following month. All my parents pay by bank transfer (some regular amount as a standing order) and childcare vouchers. I usually allow 2 -3 hours each month to write & send all my invoices and sort receipts & input monthly data onto my tax return spreadsheet. I'm really slack with other paperwork so that takes me about 10 minutes Blush.

In 4 years as a cm I've charged late fees about 5 times - 4 of which to the same family and 1 which did the job & stopped recurrent lateness. Never charged for late payment but so far have been very lucky with parents no non-payers and all pay roughly when they should!

BackforGood · 27/04/2016 22:55

I'm not a CM, but have used a few, over the years.
I used to find it a pain when they wanted me to pay in cash.
Best were the ones who let me pay by standing order - all sorted then.

I've only ever had a fixed contract. Not come across differing amounts each week or month.

Original poster
BitsofPaper · 27/04/2016 22:51

Thank you, do you do planning and learning journeys in that time too or is that extra on top?

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HSMMaCM · 27/04/2016 22:44

ICO - information commissioners office - data protection stuff

I work a 4.5 day week and do the admin on the other half day.

Original poster
BitsofPaper · 27/04/2016 22:39

HSMM -How long would you say it takes you each month to do your admin stuff?

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Original poster
BitsofPaper · 27/04/2016 22:34

Icclemunchy- yes that's got to count for something hasn't it?! Do you get receipts and invoices? Thanks

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icclemunchy · 27/04/2016 22:29

No she's happy for me to pay next week if for eg. The cash point isn't working. But she had my eldest from 9months till starting school and now has DD2 so not sure if we just get an extra level of trust

Original poster
BitsofPaper · 27/04/2016 22:27

Thanks, what's ico please?

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HSMMaCM · 27/04/2016 22:18

I use excel spreadsheets and email everything to parents. You need to be registered with ico if you keep anything on your computer or phone.

Original poster
BitsofPaper · 27/04/2016 22:11

Thanks for your responses everyone. How do you record all of the information? Do any of you use spreadsheets on the computer or all done on paper? Thanks Smile

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Doublejeopardy · 27/04/2016 22:06

I have a contract for a year so it's the same amount monthly, extras are just a couple of hours and I pay her the same week via bank transfer and round it up to the nearest £.

She actually works term time only but we both agreed to spread the costs over each month sept - August. If we left or she stopped there would be some maths to work out but it's better for both of us and we agreed this at the start.

HSMMaCM · 27/04/2016 19:03

I invoice monthly in advance. Parents pay by bank transfer and/or vouchers. Some have set up a regular standing order so they are a bit over some months and a bit under on others.

I do have late fees on my contracts, but have only used them twice with people who were really trying their luck.

Any extras are just added to the invoice the following month.

Original poster
BitsofPaper · 27/04/2016 18:10

Thanks icclemunchy, how flexible are they? Would they be really funny if you forgot the money one week for example? I just don't know how people keep on top of it all- Confused

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icclemunchy · 27/04/2016 18:01

I pay my childminder weekly on the last session of the week. It's very rare that I'll have an extra one so it's usually the same.

I know some of her other parents pay bank transfer or via childcare vouchers

Original poster
BitsofPaper · 27/04/2016 17:59

direct debit Doublejeopardy? Do you still get a invoice then for the extra? Has CM ever talked about late fees or anything? I'm thinking it could all get awkward?!

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Doublejeopardy · 27/04/2016 17:59

That should be dd not dad !!!!

Original poster
BitsofPaper · 27/04/2016 17:54

I see, thanks Smile

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Doublejeopardy · 27/04/2016 17:54

I set up a dad for my CM and pay by bank transfer for any extra hours. I would expect her to ask me to set it up if I didn't and think of it as paying another monthly expense