Debt collection services for childcare and after-school care (BSO)
Collect your childcare fees respectfully and effectively
As a manager or owner of a childcare facility, after-school care (BSO), or childminder agency, the child's well-being and the relationship with the parents come first. You build a bond of trust every day. It is therefore particularly painful and difficult when monthly invoices for childcare are not paid, or are repeatedly paid late. On one hand, you do not want to damage the relationship with the parents, but on the other, your organization has to deal with tight personnel costs, rent, and operating budgets.
Ultimoo offers a specialized approach for the childcare sector. We collect overdue childcare fees with the utmost tact and respect, but with the necessary determination to protect your liquidity. This is possible via our online incasso.nl application, as well as through our specialists at Ultimoo.
Submit your invoice immediately
Prefer direct contact for more information?
Call 0348-486425
Why a specific approach is needed for debt collection in childcare
A payment arrears at a daycare or after-school care (BSO) is almost never due to unwillingness. The cause often lies in an administrative miscalculation regarding the Childcare Benefit (Kinderopvangtoeslag/KOT) from the Tax Authorities, a temporary change in the household budget, or another financial reason.
If you engage a traditional, aggressive collection agency in this situation, it immediately puts the relationship with the parents on edge. This can lead to the sudden cancellation of childcare services or unnecessary problems at the location.
Our approach is fully tailored to the childcare sector:
- Empathetic approach: We speak the language of parents and offer possibilities for multilingualism. Our communication is focused on de-escalation and finding a solution.
- Solving at the source: Together with the parent, we check where the bottleneck lies (e.g., a discontinuation or recalculation of the benefit). We then look at which solution actually works for the family.
- Accessible payment options: Via our online channels, parents can pay directly via iDEAL or arrange a suitable, feasible payment plan in a few steps.
Our working method
You can outsource your accounts receivable management to us either via the incasso.nl online app or through your regular contact person at Ultimoo. In both cases, the process generally works as follows:
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Fast online transfer
You open the incasso.nl app or the Ultimoo client portal to easily share the outstanding childcare invoices and the contact details of the parents/guardians. -
The statutory WIK-letter
Because you are dealing with private customers (consumers), you are required to send a WIK-letter (statutory notice of collection costs) before starting a collection procedure. This gives parents one last chance to pay the invoices without extra costs. You can also send these 14-day letters to the customer through us. -
Data enrichment
Our system immediately enriches the collection file with information from relevant sources. This information, for example regarding debt assistance or known payment problems, is then used in the collection process. -
Amicable phase
This is the actual collection trajectory. Based on your customer's profile, a set of communication tools is deployed to prompt your customer to pay. This includes letters, telephone contact, and in some cases, a physical visit. The goal of this phase is to make contact with the customer and find a solution for the payment arrears, often in the form of direct payment or a payment arrangement. -
Legal phase
Should the customer not pay during the amicable phase, but our advice indicates that there are sufficient options for recovery, we will present a cost-benefit analysis for starting a legal procedure. Upon your approval, a summons is drawn up. This happens in only 1% of the total number of collection cases via Ultimoo. -
Step 6: Your customer pays
As soon as your customer has paid, we process this as quickly as possible in the collection file. Normally, we deposit the money into your account within 72 hours.
Free for you
Your customer pays the collection costs and interest. This means that a collection procedure is often free for clients. Additionally, you will receive attractive rates for supplementary collection services.
Collaborate the way you want
You can collaborate with Ultimoo in two ways: via the incasso.nl online app or through the Ultimoo SME client portal. We are happy to explore together what works best for you.
Comply with all regulations
incasso.nl is part of Ultimoo. Ultimoo is registered with the government and holds the NVI Collection Quality Mark (Incassokeurmerk). This ensures you know your collection partner is reliable and meets the strictest requirements.
Frequently asked questions
Below you will find the answers to the most frequently asked questions from entrepreneurs about the operation and implementation of a collection procedure at childcare centers.
What is Ultimoo's role in a childcare center?
Ultimoo supports childcare centers in managing outstanding payments and financial transactions. Our role is to facilitate a smooth collection process while maintaining a positive relationship with parents.
May I refuse or suspend childcare services in the event of payment arrears?
If you have clearly documented this in your general terms and conditions or the placement agreement, this is often possible. However, you must realize that suspending childcare is a serious measure, which you should only deploy if all other options have failed to produce results.
What if parents are struggling to pay?
Ultimoo understands that financial situations can change. We offer proactive support and are prepared to discuss payment arrangements to help parents resolve the arrears.
Are there costs associated with Ultimoo's services for childcare centers?
Yes, there are costs associated with our services. These costs are communicated transparently, and we strive to find a balance between effectiveness and cost control.
What if the parent or guardian says that the Childcare Benefit (Kinderopvangtoeslag) has not yet been paid?
This is a common response from parents/guardians. Our employees are trained to think along with them. For example, we can agree on a short-term payment arrangement that runs synchronously with the dates on which the Tax Authorities pay out the allowances (usually around the 20th of the month).
How do you handle privacy and the GDPR (AVG)?
Extremely strictly. Data regarding children and family situations is highly sensitive. Our systems are ISO 27001 certified and therefore meet the highest standard for data security. In addition, we work entirely within the framework of the GDPR and the Quality of Debt Collection Services Act (Wki).
Protect your childcare fees today
Do not wait unnecessarily long for outstanding monthly payments and prevent your own administration from spending hours on difficult phone calls with parents. Choose the professional and effective approach of Ultimoo and incasso.nl.
Do you have a specific situation or would you like to consult with a specialist first?
Then please contact us at 0348-486425.
