Edit freely. Cancel the run to discard all drafts at once.
Billing & invoicing
Nursery billing and invoicing software that is VAT-ready for the GCC.
Clayox is invoice-first: every charge ties back to a fee plan, an enrollment contract, and a billing run. Currency, VAT rate, and timezone are configurable per centre (default AED / 5%). Each GCC centre bills in its local currency with its own VAT rate. Tax is frozen on issue. Invoices are immutable. Credit notes are numbered. Parent statements are always current.
Step 1 | Define what you charge
Fee plans, cadences, and typed lines.
Reusable templates, one per program, one per add-on, used everywhere downstream.
MONTHLY
Recurring tuition charged once per month, on a configurable day.
WEEKLY
Recurring tuition charged once per week, for centres that bill weekly.
DEPOSIT
Deposit fee-plan lines that hold a place, modelled separately from tuition.
REGISTRATION
Registration fee lines for onboarding costs, distinct from deposits and tuition.
ONE_TIME
Materials, trips, and other one-off charges.
PER_HOUR
Hourly billing computed from billable attendance hours, with configurable rounding.
Each fee plan line is typed (TUITION, REGISTRATION, DEPOSIT, etc.) and carries its own taxable flag, so tax is computed correctly on every invoice.
Steps 2 & 3
Enrollment billing contracts and batch billing runs.
Each enrolled student gets an enrollment billing contract tied to a program and a billing model. Contracts can be ACTIVE, PAUSED, or ENDED, pause for the summer, end on withdrawal.
When it's time to bill, an admin starts a billing run (MONTHLY, WEEKLY, or HOURLY). The run drafts every applicable invoice; you can edit each one, issue them individually, or hit "Issue all". Hourly runs compute billable hours from attendance, with configurable rounding.
Step 4 | Invoice lifecycle
From DRAFT to PAID, with an audit log on every step.
Once an invoice leaves DRAFT, it's immutable. Every state transition is timestamped on the invoice's event log.
Issued. Tax rate is frozen, the invoice is immutable, and a receipt PDF awaits payment.
A payment has been recorded that covers the invoice in full.
Past due. Admin-triggered recompute marks the row; dunning runs with a 72h anti-spam window.
Voided. Cancelling an invoice is separate from issuing a credit note (CN-YYYY-####); use a credit note when you need to reverse or adjust charges on a parent statement.
GCC currencies & VAT
Multiple currencies and VAT rates, configured per centre.
Currency, VAT rate, and timezone are configurable per centre. UAE deployments default to AED, 5% VAT, and Asia/Dubai timezone. Across the GCC, each centre bills in its local currency (AED, SAR, QAR, KWD, BHD, or OMR) with its own VAT rate. Each invoice is issued in that centre's single configured currency, not multiple currencies on one invoice.
- AED
- SAR
- QAR
- KWD
- BHD
- OMR
UAE default: AED, 5% VAT, Asia/Dubai timezone. A single invoice is always in one currency, the centre's configured currency.
What's actually built in
The details centre bookkeepers ask about.
GCC currencies and local VAT
Currency, VAT rate, and timezone are configurable per centre (default AED / 5%). Each centre bills in its local currency (AED, SAR, QAR, KWD, BHD, OMR) with its own VAT rate. Each invoice is issued in that centre's single configured currency.
Per-line taxable flag
Tuition is typically taxable; deposits, registration fees, and refunds usually aren't. Clayox models that explicitly on every fee plan line, the tax base on each invoice is computed only from the lines that should carry tax.
Tax rate frozen on issue
Every invoice snapshots its tax rate at the moment it leaves DRAFT. Future rate changes never alter historical invoices, your audit trail stays self-consistent.
Parent statement ledger
Each parent gets a running ledger of invoices, payments, applied credits, and unapplied advance. Apply credit to a future invoice with a single action, no balance-juggling spreadsheets.
First-class credit notes
Credit notes are CN-YYYY-#### numbered, partial-quantity supported, reason-tagged, and linked back to the invoice they reduce. Generated PDFs follow the same template as your invoices.
Withdrawal proration
Ending an enrollment mid-period can issue a prorated refund credit note or apply a no-refund policy, configurable per deployment.
Manual dunning with anti-spam
Send due-soon and overdue reminders on your schedule. The system enforces a 72-hour window so a parent never receives the same dunning email twice in quick succession.
Payments & statements
First-class payments and a per-parent ledger.
Record cash, transfer, or off-system card payments. Apply to a specific invoice or capture an advance as unapplied credit on the parent. Apply that credit to a future invoice with a single action, the statement always reconciles.
Every paid invoice automatically generates a receipt PDF, and credit notes generate matching PDFs in the same letterhead template.
Roadmap: Online payment gateways are on the roadmap. In the current release, payments are recorded manually and a receipt PDF is generated automatically.
Documents
Branded invoice and receipt PDFs.
Every invoice produces a clean PDF the parent can save or print. Once paid, a receipt PDF is generated automatically. Credit notes generate matching PDFs in the same template. All three render via the same React PDF pipeline, your logo, your centre details, consistent formatting.
Guides & resources
Billing cluster
Ready when you are
See your fee plan run through Clayox.
Bring a recent invoice template to the demo, we'll model it together.