Childcare Payment statement is currently in beta. If you’re interested in using this feature or would like more information, please contact your Amilia representative or email support@amilia.com.
Childcare payment statements allow you to generate a consolidated summary of childcare-related payments made by families during a selected period. These statements help families submit childcare expenses for tax credits or dependent care reimbursements.
⚠️ This childcare payment statement is provided as a courtesy summary and is not an official tax receipt. Families should confirm eligibility with their tax advisor or the applicable tax authority.
1. Review your setup items
Before generating childcare payment statements, organizations should review a few setup items to ensure statements include the correct information.
Completing these steps ahead of time helps prevent missing payments and reduces the need to regenerate payment statements later.
1.1 Mark eligible activities and fees
This is the most important step when preparing to generate childcare payment statements. Only items marked as Childcare eligible will appear on childcare payment statements.
If an activity is not flagged, payments for that activity will not appear in the Service payments section.
If a custom item is not flagged, payments for that fee will not appear in the Other fees section.
✔️ Enable the Childcare eligible checkbox on:
1. Eligible activities (childcare services) that are marked Childcare eligible (Activities > Edit)
2.Eligible custom items (fees) that are marked Childcare eligible
(Discounts and fees > Custom items)
📈Reporting
You can view a list of activities that are currently marked as Childcare eligible using a standard report.
To access this report:
Go to Reports< Standard
Open Information of the activities of the program under the activities section
This report allows you to review which activities are flagged as eligible before generating childcare payment statements.
1.2. Confirm your tax information
Your organization’s tax ID must be entered to appear on the childcare payment statement.
To verify or update this information:
Go to Account > Main Information > Other information
Ensure the Enterprise Number (EIN / Tax ID) is filled in and correct
1.3. Verify staff permissions
Staff members generating childcare payment statements must have the appropriate permissions enabled.
To manage permissions:
Go to Account > Administrators> Manage permission groups
Ensure the Client Billing permission is enabled under Clients
👉 If a staff member cannot access childcare payment statements, this permission is usually missing.
1.4. Review and reconcile payments
Reconciling payments helps ensure that payments are correctly linked to the activities or custom items they were intended to pay for. This improves the accuracy of totals shown on the payment statement and reduces the risk of missing or misattributed payments.
Why reconciliation matters for childcare payment statements
When payments are not reconciled:
Payments may not appear under the correct activity or fee
Totals per child may be incomplete
Payments may be excluded if they cannot be associated with an eligible item
Taking time to review reconciliation before generating childcare payment statements helps ensure families receive a clear and accurate summary.
🔍How to review unreconciled items
To view unreconciled payments, credits, or reimbursements:
Go to Accounting & Finance
Open the Unreconciled items subtab
Use the Date created column to filter for recent transactions
Click a Receipt ID to open the payment and review how it is linked
Or
View and reconcile unreconciled items directly in the Action center.
✅How to reconcile payments
Option 1: Reconcile directly from the Action Center (fastest)
Option 1: Reconcile directly from the Action Center (fastest)
The Action Center allows you to reconcile accounts without leaving the page.
Open the Action Center
Locate the Reconcilable accounts section
Review and click Reconcile under the actions column
When you click Reconcile:
Payments are automatically linked starting with the oldest transactions
Reconciliation happens immediately
Most accounts reconcile in seconds (larger accounts may take longer)
The account status updates from Unreconciled to Reconciled
After refreshing the page, the account is removed from the list
This is the fastest option when preparing multiple accounts for childcare payment statements.
Option 2: Use the Account Reconciliation tool
Option 2: Use the Account Reconciliation tool
The Account Reconciliation tool allows you to reconcile payments across multiple accounts at once.
Go to clients > accounts and select the accounts you want to reconcile
Select Operations < Reconcile all accounts
👉 This tool automatically links payments on an oldest-to-newest basis and is useful when preparing childcare payment statements in bulk.
Option 3: Manually reconcile payments (most control)
Option 3: Manually reconcile payments (most control)
Manual reconciliation allows you to review and link payments individually.
Go to Accounting & Finance
Open the Unreconciled items subtab
Use the Date created column to find recent transactions
Click a Receipt ID to open the payment
Link the payment to the appropriate invoice item(s)
This option is best when payments need to be reviewed individually or linked to specific items.
💡 Tip We recommend reviewing reconciliation before generating statements, especially if changes were made to eligible activities or fees. If reconciliation is updated afterward, childcare payment statements must be regenerated for those changes to appear.
2. What is a Childcare payment statement?
A Childcare payment statement is a downloadable PDF that summarizes:
Childcare-eligible services and fees
Payments made within a selected date range
Totals per child and overall totals
❗ Childcare payment statements include items based on the payment date, not the service date.
Statements can be generated for individual accounts or in bulk and shared directly with families.
2.1 What information is included on the statement?
Each payment statement includes:
Organization details
Organization name and address
Employer Identification Number (EIN). This where you can input your tax ID
Statement details
Covered period (based on payment dates)
Statement generation date
Family and participant information
Account owner name and address
Child (participant) name(s)
Payment summary
Total amount paid per child for childcare services
Total amount paid for other childcare-eligible fees
Overall total paid
Service payments (per eligible participant)
For each child with eligible services, the payment statement includes a detailed breakdown showing:
Description (service or activity name)
Service dates
Payment date
Amount paid
Each participant’s services are grouped under their name for clarity.
Custom fees on childcare payment statements
Custom childcare-eligible fees appear as a separate line item
Custom fees are not linked to a specific child, even if they are childcare related
💡 Tip: To make child payment statements clearer for families, consider adding the child’s name or relevant details in the custom item description during checkout or when being charged.
The statement displays both the custom item name and description.
2.2 How payments are selected
Payments appear on the payment statement when all of the following apply:
The activity or custom item is marked Childcare eligible
The payment date falls within the selected date range
The payment has a valid status at the time the statement is generated
The following rules also apply:
Recurring billing payments are included
Payments covered by a membership are not included
Third-party payments are not included
Replacements and cancellations are included, if a valid payment exists
⚠️ Childcare payment statements do not automatically update if a payment is later cancelled or refunded.
2.3 Filtering which activities or clients are included
When generating childcare payment statements, you can use filters to pre-filter your client list by program or activity.
This allows you to:
Generate payment statements only for specific programs
Include or exclude specific activities
Send payment statements to families only when relevant
Childcare payment statements do not need to include all activities. Using filters helps tailor which clients receive payment statements, especially when only certain programs or activities require them.
Filtering client accounts
Filters can also be used to control which client accounts payment statements are generated for.
If you apply filters to your client list and do not select any specific accounts, you will be prompted to generate payment statements for all accounts that match the applied filters.
This allows you to generate statements for large groups of clients without selecting each account individually.
3. How to generate a childcare payment statement
Go to Clients > Accounts
Select one or more accounts
Open the Operations menu
Click Childcare payment statements
Choose:
Only the selected accounts, or all accounts
A custom date range or preset tax year. Note, the default year selected is the current year
Choose one of two distribution options:
Send a direct e-mail to account owners
Send printable PDF versions to the logged in staff member
Generate the statement. Statements are generated as PDFs.
4. How to share childcare payment statements with others
Payment statements can be:
Emailed to the logged-in staff member
If payment statements are emailed only to staff, they are not sent to families and do not appear in the account documents section. This is useful for testing and review, and we recommend doing this first to confirm the statement before emailing it to account owners.
2. Emailed directly to account owners
Once sent to families, childcare payment statements are available under:
Clients > Accounts > [Client account] > Documents
6. Troubleshooting
If a childcare payment statement is not generated or appears incomplete, review the following before contacting support.
No statement is generated
Check that:
At least one activity or custom item is marked Childcare eligible
There are payments within the selected date range
Payments are based on payment date, not service date
Payments are reconciled and linked to eligible activities or fees
The activity was not paid using a membership (membership payments are excluded)
Payments were not made by a third party (third-party payments are excluded)
Payments or activities are missing from the statement
Check that:
The activity is marked Childcare eligible
Custom items are marked Childcare eligible (custom fees appear separately)
The payment date falls within the covered period
The statement was regenerated after any recent changes
Still having issues?
If you’ve reviewed the steps above and the statement still doesn’t generate as expected, contact Amilia support for assistance.
Our team can help review your setup and identify any configuration issues.
6. FAQ
Why doesn’t a service appear on the childcare payment statement?
Childcare payment statements are based on payment date, not service date. Services paid outside the selected date range will not appear.
Are recurring payments included?
Yes. Payments made through recurring billing are included if they meet the eligibility criteria.
Are membership-based payments included?
No. If a membership is used to pay for a childcare activity, that payment will not appear on the childcare payment statement.
Are discounts, scholarships or third-party payments shown?
No. Childcare payment statements show final amounts paid only.
What does the e-mail sent to my clients look like?
The email sent to your clients uses a standard message generated by the platform and cannot be customized. The childcare payment statement is attached as a downloadable PDF. A preview of the email is shown below.
