Do your nursery invoices clearly show parents exactly what they’re paying for?
In February 2025, the government announced a change to how nurseries must show parents what they’re paying for, and a deadline of January 2026 for compliance. Though funding rules keep changing, Ovivio keeps it simple. We’re poised to support nurseries in seamlessly transitioning to this new standard – by already being ahead of the curve.
Effortless Compliance with Government Guidelines
The new guidance states that nursery invoices must be itemised to show what’s free to the parent, and what they’ve paid for. If the space is marketed as free to the parent, they can’t be charged any secret top up fees or for consumables/activity costs they didn’t agree to. The guidance is as follows:
“Invoices and receipts should be itemised, and local authorities should work with providers to ensure their invoices break down separately into:
- the free entitlement hours
- additional private paid hours
- food charges
- non-food consumables charges
- activities charges”
That means their invoice has to come out at zero if they use only funded hours, which is something Ovivio can do for you – provided that’s what the parent paid.
You can create any number of funding packages, including the singularly mandatory completely-free one, and if a parent’s booked onto it, their invoice will show that package as either £0.00 or as a minus figure equivalent to your daily rate.
With either option, the parent receives an explanation of why their funded place cost them nothing.
Full transparency in a streamlined system
This invoice itemisation comes as standard on every Ovivio package. However often you like to run your invoices parents, will get the full picture every time.
You can select any time frame, one or multiple children, and Ovivio will automatically generate those invoices and send them straight to parents for payment.
Below is an example of a Ovivio invoice (left), and how it compares to the relevant section on an example from the Coventry Local Authority (right). Notice the similarities:
That means you can be sure, using these itemised invoices from Ovivio , that you can redeem your funded hours back from the local authority. Through Ovivio it’s clear how many parents were given funded hours, and over what time frame.
Proactive Adaptation to Sector Needs
Beyond invoicing, Ovivio offers robust financial reporting tools that provide insights into your nursery’s financial health. With seven distinct reports, you have a clear view into your income streams, outstanding payments, and can ensure financial sustainability.
We’re committed to evolving in tandem with the early years sector. Our software is continually updated to reflect regulatory changes, ensuring that your nursery remains compliant and ahead of the curve.
Embrace the future of nursery management with Ovivio, and experience a seamless transition to the upcoming invoicing guidelines. Together, we can enhance transparency, build trust with parents, and streamline your nursery’s operations.
Book an Ovivio demo and see it for yourself!
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