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Daycare invoice template

An invoice for daycare centers, home daycares and preschools: the child's name and the billing period, weekly or monthly tuition, and meals, registration and late pickup fees on their own lines.

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Daycare invoice template: an example, filled in

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What’s in this template

  • Child and billing period fields
  • Billed to the parent or guardian
  • Tuition, meals and fees as separate lines
  • A due date you set, often the first day of the period
  • Notes for your absence and late pickup policy

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, or fill the template in online and download the finished PDF. The Word and Excel files also open in Google Docs and Google Sheets.
  2. Add the parent and the child. Fill in your center, the parent or guardian who pays, the child's name and the week or month the invoice covers.
  3. List tuition and extras. Put weekly or monthly tuition first, then meals, the registration fee and any late pickups, each on its own line. Give late pickups their dates.
  4. Set the due date and send. Most providers bill tuition in advance, so make it due on the first day of the period. Repeat your late fee policy in the notes and send.

Fill in the daycare template online

When to use it

For full-time and part-time care billed by the week or the month, at a center, a home daycare or a preschool. For siblings, put both names in the Child field and give each child’s tuition its own line.

Tips

  • Bill in advance. Send the invoice a week before the period starts and make tuition due on the first day.
  • Keep extras off the tuition line. Meals, field trips, the registration fee and late pickups each get their own line, so parents see what changed.
  • Bill on a schedule. In the Invoxa app, a recurring invoice creates the next draft for you to check and send, and parents can pay by card from a link.

Frequently asked questions

Should I charge for days the child is absent?

Many centers do, because the place is held either way. Put the policy in your contract and repeat it in the invoice notes.

Do parents need anything from me for taxes?

Parents in the US who claim the Child and Dependent Care Credit need your name, address and taxpayer identification number. Most ask once a year, often on Form W-10, so you do not need to print your tax ID on every invoice.

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