Equally spread invoices spread the cost of the year’s fee over a set number of months so that parents are charged the same amount on each invoice.


To calculate an equally spread invoice, eyMan uses the following calculation:

  1. A sample week is used to determine the weekly cost. By default, this will be the first full week of the month.
  2. The weekly total is calculated as the sum of the session rates for all the sessions that child is booked in for in that week.
  3. The weekly total is then multiplied by the calculation factor to determine the monthly total. The calculation factor is the number of weeks the nursery is open for in a year (in this case 52) divided by the number of months the nursery is open for in a year (in this case 12).
  4. The number of funded hours the child receives in a month is multiplied by the funding rate to determine the funding reduction for the month.
  5. The funding reduction is then taken away from the monthly total to determine the invoice amount.


  1. Certain details about the invoice will be displayed here. This includes the invoice number, the payment status (either pending payment or paid), if/when the invoice was sent to the parents and if the invoice has been locked.
  2. The user can return to the main Invoices screen by clicking this ‘Back’ button.
  3. The user can email the invoice to parents by clicking this button. This will email the invoice to any parent marked as a bill payer. For more information on setting up parents as bill payers, please refer to the Children -> Adding a Child documentation on the Support Portal.
  4. The user can generate a PDF of the invoice by clicking this button.
  5. The user can add an item to the invoice by clicking on this button. These items will be any products or services set up in the Global Settings or System Settings. For further information on setting up products and services, please refer to the Global Settings -> Products and Services documentation or the System Settings -> Products and Services documentation on the Support Portal. When adding an item to an invoice, a new window will appear in which the user can select the product/service they wish to add, as well as amending the quantity and price of the product/service. The user can add multiple items by clicking the ‘Add a new line’ button and then add these items to the invoice by clicking the ‘Add Item’ button.
  6. The user can delete the invoice using this button. Invoices can only be deleted if they are not locked and have no payments allocated to them.
  7. More details about the invoice will be displayed here. This includes the name and address of the bill payers (Bill Payer (2) will be blank if there is only one bill payer). The invoice date and due date are also displayed here. These dates are set up in the Invoice/Payment settings. For further information on this, please refer to the System Settings -> Invoice/Payment Settings documentation on the Support Portal. The user can also add an invoice reference by clicking on the pen icon.
  8. The item being invoiced for is listed in this column. For equally spread invoices, this will be ‘Session – Monthly’.
  9. A description of the invoice will be displayed in this column. For equally spread invoices, this will be ‘Monthly Invoice’. 
  10. The quantity of items will be displayed in this column. By default, this value will be 1.
  11. The unit price will be displayed in this column. This is the monthly total, calculated by multiplying the weekly total by the calculation factor.
  12. The total funded hours for the month will be displayed in this column. This column will not be visible on invoices for children who are not funded.
  13. The invoice amount after the funding has been deducted is displayed in this column.
  14. The total amount due is displayed at the bottom of the invoice.