Childcare and Education Invoice Templates

There are two free files on this page. The Excel invoice lists items with quantity, unit price and discount, and works out the subtotal, sales tax and total for you. The Word invoice bills by the hour, with columns for hours, rate and amount. They are general templates, not separate daycare or tutoring layouts, so change the headings to match how you charge: per week, per month, per session or per hour.

What to include on a childcare or tutoring invoice:

• the parent or guardian you are billing, and the child's or student's name;
• the billing period, such as a week or a month, and the days or sessions attended;
• your rate: weekly or monthly fees, an hourly rate or a price per lesson;
• extras such as late pickup fees, meals, materials, registration or exam fees, each on its own line;
• the due date, how to pay, and your policy on absences and late payment.

Parents who pay for childcare in the US may claim the Child and Dependent Care Credit, which needs the provider's name, address and taxpayer identification number. Parents often ask for these once a year, for example on Form W-10, so you do not need to print your tax ID on every invoice.

For regular weekly or monthly billing, Invoxa can create a draft invoice on a schedule for you to check and send, and parents can pay online by card, Apple Pay or Google Pay if you connect your own Stripe account.