Free Daycare Invoice Template
Invoice childcare cleanly: bill tuition by week or month, list extras and any registration fee, and download a PDF for parents.
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Invoice details
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Tax & totals
Notes & payment
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What to include on a daycare invoice
- Your daycare name and contact
- Child and parent/guardian details
- Tuition by period (weekly/monthly)
- Registration, meals or activity fees
- Amount paid, balance due and terms
Tuition billing that parents can follow
Childcare billing is subscription billing: weekly or monthly tuition per child, invoiced in advance, with a registration fee up front and a defined rate schedule by age group (infant care costs more than pre-K). The recurring invoice should be boring and predictable; the extras — late pickup fees, meals, field trips, supply fees — are where confusion starts, so each gets its own dated line. If you accept state subsidy programs, the invoice needs to show the subsidy portion and the parent co-pay separately, because the agency will only reimburse against clean records.
Typical childcare charges (US)
Rates swing enormously by state and city:
- Infant care: $250–$500 per week at centers; home daycares less
- Toddler/preschool: $180–$400 per week
- Registration/enrollment fee: $50–$200 per child, annually
- Late pickup: commonly $1–$2 per minute after a grace period
- Meals/supply fees: $10–$50 per month when billed separately
- Sibling discount: 5–15% off the second child is common
Make the paperwork work for parents too
- Bill in advance on a fixed day (Friday for the next week, or the 1st) — consistency beats reminders
- One invoice per family listing each child and their rate, not one per child
- Show your tax ID (EIN) on invoices/receipts — parents need it for dependent-care tax credits and FSA claims
- State the late-payment and late-pickup policies on the invoice footer
- For subsidy families, split the invoice into agency portion and parent co-pay lines
FAQ
- What should a daycare invoice include?
- Do parents pay for weeks the child is absent?
- Almost universally yes — tuition holds the spot, it doesn’t buy attendance. Most providers charge full tuition through vacations and sick days, sometimes with a discounted holding rate for extended leave. Put the policy in your enrollment agreement and repeat it on the invoice.
- What do parents need on receipts for tax purposes?
- Your business name, address and EIN (or SSN for home providers), the child’s name, the period covered, and the amount paid. With those on every invoice/receipt, parents can claim the dependent-care credit and FSA reimbursement without asking you for year-end letters — though an annual summary is a nice touch.
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New to invoicing? Read how to make an invoice.