Nursery invoicing

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Libby James
Merchant Services Expert

Libby James is co-founder, director and an expert in all things merchant services. Libby is the go-to specialist for business with more complex requirements or businesses that are struggling to find a provider that will accept them. Libby is regularly cited in trade, national and international media.

Handling Payments for Nurseries

Handling monthly invoicing within nurseries and pre-schools can be a time-consuming task for management and administration. From generating bills to tracking and receiving payments, this entire process can be automated through e-invoicing. Nursery billing software efficiently streamlines this monthly task, automating invoices and facilitating online payments via cards for parents and carers.

Understanding Recurring Card Payments and Direct Debits

Recurring card payments, also known as Continuous Payment Authority (CPA), involve customers authorising continuous payments by providing their card details. This method is commonly used for subscriptions, memberships, and utility bills. On the other hand, Direct Debits can be either recurring transactions or one-off payments, with customers providing bank account details for automated deductions, often used for significant payments like rent and utilities.


Key Differences Unveiled


While recurring card payments and Direct Debits share similarities, distinctions lie in how money is taken, processing times, cancellation procedures, and flexibility. Recurring payments require card details, process faster, and offer more flexibility for schedule adjustments. Direct Debits involve bank details, have longer processing times, and require cancellations through the bank.


Choosing Between the Two


Deciding between recurring card payments and Direct Debits depends on the business model. If quick processing and flexibility are priorities, recurring payments are optimal. For those aiming to reduce churn, Direct Debits may be more suitable. Each method has its benefits for receiving recurring revenue.

Efficiency in Online Nursery Monthly Payment Systems

Online nursery monthly payment systems adapt to changing costs based on attended hours and received vouchers, ensuring adaptability. These systems, often integrated with tools like instant nursery manager, automate bill generation on specific dates. Parents receive detailed invoices via email, with the option to make online payments easily. Automated email reminders help in managing missed or late payments, saving time and effort.


Benefits of E-Payment Systems for Nurseries and Pre-Schools

Nursery invoicing software offers several advantages, including:


Time saved on invoicing production

Streamlined follow-up on missed and late payments

Increased flexibility with credit card payments

Time saved can be redirected to benefit the nursery in various ways

How Merchant Advice Service (MAS) Can Help

Merchant Advice Service collaborates with industry experts to provide efficient billing solutions for nurseries, pre-schools, and playschools. Our advisors assist in planning an effective nursery payment system tailored to your business needs. Contact us today for expert guidance on streamlining your payment processes.


Commonly Asked Questions
Can I use both recurring card payments and Direct Debits in my nursery?
Yes, you can choose the method that suits specific transactions or preferences.
How quickly are recurring card payments processed?
Recurring card payments are usually processed immediately or on the next working day.
Can I customise the schedule for recurring card payments?
Yes, recurring card payments offer more flexibility, allowing easy schedule adjustments.
What if I need funds to clear quickly?
Recurring card payments are ideal for fast clearance compared to Direct Debits.
How does our business cancel a Direct Debit or recurring card payment?
Direct Debits are cancelled through the customer bank while recurring card payments are cancelled via the card issuer or you the merchant.
Can parents make payments with credit cards?
Yes, nursery invoicing software provides flexibility for payments with both credit and debit cards.
What happens if nursery payments are not made on time?
Automated email reminders help in managing missed or late payments efficiently.
Is there an option for pay by link in the nursery payment system?
Yes, many nursery invoicing software systems offer a pay by link option for convenient and secure payments.


In conclusion, navigating the realm of childcare has become more dynamic and accessible, especially with the diverse options available. From tax-free childcare accounts to the support provided through childcare vouchers and tax credits, parents can find financial relief while ensuring their children receive quality care. The introduction of 30 hours of free childcare for children aged three and four, as well as the opportunity to extend support to school and breakfast clubs, showcases a commitment to easing the costs of childcare for families.

Come September 2024, the landscape will witness enhanced flexibility, with approved childcare providers playing a crucial role in offering 30 hours of free early years education, empowering families with more choices. This shift not only supports working parents with 16 hours a week of free childcare during term time but also contributes to the overall development of children in their early years.

Local authorities are instrumental in orchestrating these initiatives, fostering collaboration between parents, primary schools, and childcare providers. The goal is clear: to alleviate the financial burden on families while ensuring that children receive the best possible start in their early years.

As we move forward, the holistic approach to childcare support seeks to bridge the gap, offering not just a reduction in costs but a comprehensive framework that encompasses school clubs, term-time care, and more. With up to £2,000 a year in potential savings, families can embrace a new era of childcare assistance, paving the way for a brighter and more accessible future for parents and their children alike.

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Libby James

Libby James Co-founded Merchant Advice Service alongside David Bird in 2016. Her finance background, coupled with retail and customer service experience, gave Libby the drive to bring transparency and non-biased advice to the world of merchant services. Having come from the heavily regulated mortgage and insurance industry, Libby found it puzzling that other financial sectors lacked regulation and transparency leaving customers confused and unable to make informed decisions when it came to accepting card payments. This was soon to become Libby’s obsession!

With the help of some of the industry’s best, Libby began to research acquiring banks, complex terminology/regulation, and the problems customers experience within merchant services and payment gateway markets. She spent years on sourcing solutions for complex clients, which previously others were unable to assist with. Libby established relationships with brokers and banks which would soon form the cornerstone of Merchant Advice Service. As a result Libby has been featured in high-profile publications across the web.

Libby is proud to be the entrepreneur’s champion, supporting start-up businesses regularly. Her industry insights can often be found on LinkedIn where she provides free of charge advice and money saving pointers. It’s safe to say she has her finger on the pulse of everything card payments related.

Libby speaks of her experience in founding and running Merchant Advice Service…

‘Merchant Advice Service is one of my greatest achievements to date. We help business owners to overcome card processing issues which can become detrimental to their business. We assist SME’s in finding suitable card payments solutions, helping them create their vision. Each and every day is different, exciting and fore filling. As technology advances I can’t wait to see the way in which the merchant services market advances, and I’m pleased that our business will play a part in educating company owners along the way.’

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