Fee reconciliation, done once
Fee reconciliation means matching each payment a customer makes to the right invoice and account. In many small businesses, such as offices, trades and service firms, someone does this by hand. They read the bank statement, open the invoice list or spreadsheet, then type the same payment in again somewhere else. That is the same job done twice. My first client was a nursery, so this page uses its fees as the example.
Where the double typing happens
- A customer pays by bank transfer with a vague reference. Someone works out which invoice it is for.
- The same payment is recorded in two places, such as a spreadsheet and an invoice book.
- At the nursery, funded hours, government childcare payments and parent top-ups arrived separately and had to be matched to one invoice.
What I do
I'm Garry. I build automations so you do things once, not twice. I can build a tool that works from your invoice list, or the spreadsheet where you track amount invoiced and amount received, plus your bank download, so each payment is recorded once.
I built a payment-matching tool for a nursery. In a test, it matched 94 payments. About 5 minutes of your time a month.
How it works
- Message me on WhatsApp. I usually reply within 10 minutes.
- I look at how you match payments to invoices now, with you.
- You get a straight answer. If it isn't worth doing, I'll say so.
- From £150. Handed over working. If it stops doing what we agreed in the first 30 days, I fix it free.
The nursery example: funding names
For nurseries, the matching problem is the same in all four nations; the funding names differ: England (Free Childcare for Working Parents / 30 hours), Wales (Childcare Offer for Wales, Flying Start), Scotland (funded early learning and childcare (ELC)) and Northern Ireland (Pre-School Education Programme).
Related
Questions
What is fee reconciliation?
Fee reconciliation is matching each payment received to the right invoice and customer, so your records and the bank show the same balance. In a nursery, that means matching payments from parents and funding bodies to each child's invoice.
Why does fee reconciliation take so long?
It often takes long because the same payment is entered twice: once in one record, such as a spreadsheet, and again in another, with unclear bank references matched by hand.
Can fee reconciliation be automated?
Often, yes. I can build a tool that works from your invoice list, or the spreadsheet where you track amount invoiced and amount received, plus your bank download, so a payment is recorded once. I check this first and say no if it is not worth doing.
Is this only for nurseries?
No. A nursery was my first client. The same kind of tool can work for any small business that tracks invoices in a spreadsheet, such as offices, trades and service firms in Bury and Greater Manchester.
How much does it cost to automate fee reconciliation?
From £150. That buys one small automation that works from what you already use, such as your spreadsheet.
Do I need new software?
No. I work from what you already use, even if that is just a spreadsheet. I do not sell or replace software.
Tell me how you match payments to invoices now. From £150.
WhatsApp meOr call 07356 274625. I usually reply within 10 minutes.