Childcare Billing Software & Invoicing Management Software | Free Trial Available

Xap Accurately Estimates the Childcare Rebate

Use our childcare rebate estimation to invoice your families in advance, track deposits, and send automated payment receipts. It takes just minutes to setup, and it integrates with direct debit systems to process payments in bulk. It’s never been easier to implement a childcare direct debit payment management system.

Built with the highest levels of security, our billing platform will securely manage your bookkeeping needs while offering your families paperless billing. The parents at your centre will thank you!

The Fastest Way for Childcare Businesses to Invoice

Make your child care billing effortless with Xap’s childcare billing and invoicing app and software. Streamline your business by automating payment reminders and allowing Xap to send out invoices automatically.

Xap provides greater flexibility in generating and managing invoices. Invoices are automatically generated by the system based on enrolment/attendance. Childcare providers can manage their own billing and payment due dates by defining service periods.

Create Professional Looking Invoices in Seconds

Create professional looking invoices and rebate estimates in seconds without having to do it manually. Our childcare billing & payment management system makes it easy to bill your parents for your childcare centre.

Invoices and statements can be downloaded, printed or emailed to parents with a single click. Parents will receive an itemised invoice that includes all transactions for each child, making it easy to understand the total amount billed at a glance.

Why Use Our Billing and Payment Module?

Late Payment Reminders

Say goodbye to Outlook reminders and spreadsheets. With automated late payment reminders, you can keep track of when parents pay.

Late Payment Fees

Automatically charge a percentage or flat fee onto your invoices that are late past a deadline. Xap lets you enable/disable late payment fees.

Recurring Billing

Does your centre watch the same children on a regular basis? With our childcare billing and invoicing management software, you can set up profiles to ensure invoices get sent out automatically each week.

Auto-Bills

Xap allows you to set up a billing schedule to automatically (and securely) charge your client’s credit card in seconds.

Automated Direct Debit Solutions & Online Payments

You’ll never need to remind parents about a late payment again. With online payment solutions from Xap, your customers can pay with the convenience and security of a platform that’s quick and easy to use.

Schedule payment plans, limit the amount, or allow parents to pay from their mobile app – our childcare billing & payment management system does it all.

Say Goodbye to Monthly Spreadsheets and Manual Errors with Lock Period Accounting

Our childcare billing & payment management app makes use of Period Locking, which is commonly used when records up to a particular point in time have been verified, such as the end of the month or quarter. A user can lock the data to ensure that the records won’t change for all dates up to and including the end of fiscal year date.

Period locking ensures data accuracy and prevents users from spending countless hours locating a record that has been added, edited or removed in error after a period is closed.

“We’ve been using Xap for just over 2 years now, and we love it! It has everything we need and it is all in one place platform. It was an easy transition from our old software program to Xap, and it saves us so much time every day! Our parents love it too because we can send them instant notifications, daily updates and Xap’s Kiosk makes it easy for parents to sign-in and out children from our centre”

Tahlia Goldsmith Nominated Supervisor - Rutherford Playtime Preschool

“In the past 2 years, I am very happy with Xap. I highly recommend Xap because of 1. The Xap service team is always handy and prompt. 2. Xap always updates new features and improve the quality of the software. 3, Xap platform is very user friendly and our staff love it. 4, Xap Platform is parents friendly as well. We have parents write a note in and casual book the children”

Jane Zheng Owner/Managing Director - Kingdom Kare

“We have been with Xap for nearly 12 months now. With the new CCS introduction, we needed to update our software, the thought of new software and transitioning to digital documentation did scare us but Xap took that fear away. I find Xap Platform very user friendly. It provides you with a quick view of what the educators are doing and help us maintain our ratios. We used story park and moved to Xap and over educators just love it “

Rebecca Buchanan Assistant Director - Castlemaine Child Care Co-operative

“Thrive OSHC has been using Xap for over a year across all our services. Having switched to Xap from another provider, we found the product and the follow-up service to be nothing short of excellent. The dashboard is clear and easy to follow. The processes are simple and logical. I find it easy to train my staff on how to use the main features. I always receive prompt and efficient replies and resolutions.”

Karen Sleeman Director - Thrive OSHC

“We are a community based integrated service with two Centre based care sites, a Preschool and one OSHC site. We were looking for a more effective way of communicating with families, Xap was an affordable option for us and provided other features such as rostering and record management.”

Lucy Williams Kangaroo Island Children's Services Inc

“Glenelg Shire Council has been utilising Xap since July 2018 and we find the team very responsive to our queries. Their system is easy to use with great functionality and they are committed to continuously improving their systems. We have really enjoyed our journey with Xap so far.”

Rebecca Campbell Glenelg Shire Council

“I am so happy I changed over to Xap, it was a well-supported transition, easy to use and hardly do I have to call support which is always readily available. I also find the help tutorials and fact sheets very beneficial.”

Natasha Nassar Teddy Tammys

“I find Xap software very user friendly. It provides you with a quick view of what the educators and children have been up to during the day. I adore their hot tips and procedure documents. Xap truly do make your day so much easier.”

Rebecca Buchanan Assistant Director – Castlemaine Child Care

“We’ve been using Xap for just over 12 months now, and we love it! It has everything we need and it is all in one place platform. It was an easy transition from our old software program to Xap, and it saves us so much time every day!”

Tahlia Goldsmith Rutherford Playtime Preschool

“In one word, Xap is the best, the team is amazing. They always reply the emails and call back to help solve the problem. We love Xap soooo much. I won’t go anywhere except Xap.”

Jane Zheng Kingdom Kare

Get Started With Xap Today

Grow Your Business With the Power of an All-in-one Tool

Join hundreds of services that love using Xap

Show me around

In only two minutes

Book a Demo

Discover More See Other Xap Features

Business Intelligence

Xap offers business intelligence feature app. (gives owners the visibility & control)

Multi-Centre Operation from Single Login

Xap is designed for multiple centres. (hierarchical organisations & data drilling down or rolling up)

Program Planning & Observations

Share all aspects of a child’s learning as it unfolds. Use clear and clever layouts that capture all the crucial moments in each day.

Parent & Staff Engagement to a New Level

Seamless parent-Staff communication & Engagement through Xap Parent app and web portal. Xap campaign app sends awesome communications.

Easy-to-Use Childcare Billing & Invoicing Management Software