Part 5: Family accounts and statements

Once you have completed set up, data migration, and training, family's accounts and statements need to be reconciled and shared.

Attending the Parent Accounts webinar first is strongly recommended.


Family account set up

  • Xplor automatically creates accounts when parents are set as Primary Carer; the account will also be in the Primary Carer's name
  • To migrate balances from your previous software, you can input them under Financial > Balance Adjustment (to bulk import opening balances, please send a spreadsheet to your onboarding agent with each Primary Carer's first name, last name, and opening balance)
  • Onboarding agents have the ability to bulk import all your existing parent balances.
  • Your onboarding agent will set the account cycle or fee run, either weekly in arrears, two weeks in advance, or fortnightly in advance
  • For more information on family accounts, see the overview page


Reconciling accounts

  • The 'gap' fee or out-of-pocket amount for each child will automatically appear in the accounts - to edit this, simply adjust the bookings/fees on the Master Roll
  • Any changes to the accounts can be made on the Master Roll or under Financial > Financial Adjustments (for all other changes, such as enrolment fees or up front payments)
  • Each family will have 1 account per service by default; accounts of families in multiple services can view as Merged Accounts under Reports > Financial Reports > Merged Accounts


Sharing accounts

  • Once the family statement is accurate, click the 'Email' button to send a statement to the Primary Carer
  • To view a copy of the family statement, click 'Download Parent Statement' 
  • 'Email', 'Download', and 'Export' are available under Financial > Parent Accounts > search for family > Statement
  • Please note that Primary Carers can view their statements any time through


Xplor's help desk is available from 7am - 7pm AET on weekdays (excluding public holidays) at or through live chat by clicking the orange 'Help' button at the bottom corner of your screen in Xplor.