Daycare Invoice Template
A daycare business invoice bills week, lists services, fees and materials on separate lines and states the terms (Tuition due in advance on the first business day of the month). This template is pre-filled for october tuition for one full-time toddler and one part-time preschooler from the same family: 7 lines totalling $2,088.00 before tax. Edit it and download the PDF.
Pre-filled for a daycare: october tuition for one full-time toddler and one part-time preschooler from the same family. Example prices: replace them with your own.
From
Bluebird Daycare
744 Market Street
Springfield, IL 62704
billing@example.com
(608) 555-0144
Invoice
Bill to
Chris Novak
8 Chestnut Lane
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Full-time tuition, toddler roomMon-Fri, 7 am to 6 pm, October | 4 week | $285.00 | $1,140.00 |
| Part-time tuition, preschool room, sibling rateMon, Wed, Fri; 10% off the 190 weekly rate | 4 week | $171.00 | $684.00 |
| Late pickup feePicked up 6:18 pm on Oct 14 | 18 min | $1.00 | $18.00 |
| Diaper and wipes supply | 1 month | $35.00 | $35.00 |
| Pumpkin farm field tripAdmission and bus | 2 child | $18.00 | $36.00 |
| Annual supply and curriculum fee | 2 child | $60.00 | $120.00 |
| Extra day for preschooler, Thursday Oct 24 | 1 day | $55.00 | $55.00 |
- Subtotal
- $2,088.00
- Balance due
- $2,088.00
Notes
Thank you for choosing Bluebird Daycare. Terms: Tuition due in advance on the first business day of the month.
Payment details
Bank transfer or card. Please quote the invoice number.
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Daycare invoice at a glance
| Typical job | October tuition for one full-time toddler and one part-time preschooler from the same family |
|---|---|
| Main billing unit | week |
| Usual payment terms | Tuition due in advance on the first business day of the month |
| Deposit practice | Daycares commonly charge a registration fee and sometimes a refundable deposit, often equal to one or two weeks of tuition, to hold an enrolled slot. |
| Sample lines | 7 lines, $2,088.00 before tax |
| Largest line | Full-time tuition, toddler room: $1,140.00 (55%) |
| Trade-specific fields | State child care license no., Provider EIN or tax ID, Child's name and room, Billing month, Attendance days |
Sample daycare invoice line items
October tuition for one full-time toddler and one part-time preschooler from the same family: 7 lines adding up to $2,088.00, split into services $1,879.00 (90%), fees $174.00 (8%) and materials $35.00 (2%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Full-time tuition, toddler room (Mon-Fri, 7 am to 6 pm, October) | 4 week | $285.00 | $1,140.00 |
| Part-time tuition, preschool room, sibling rate (Mon, Wed, Fri; 10% off the 190 weekly rate) | 4 week | $171.00 | $684.00 |
| Late pickup fee (Picked up 6:18 pm on Oct 14) | 18 min | $1.00 | $18.00 |
| Diaper and wipes supply | 1 month | $35.00 | $35.00 |
| Pumpkin farm field trip (Admission and bus) | 2 child | $18.00 | $36.00 |
| Annual supply and curriculum fee | 2 child | $60.00 | $120.00 |
| Extra day for preschooler, Thursday Oct 24 | 1 day | $55.00 | $55.00 |
| Subtotal | $2,088.00 | ||
| Total before tax | $2,088.00 |
What a daycare invoice should include
- Your daycare business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Chris Novak in the sample)
- A unique invoice number (INV-8086) and the issue date
- Payment terms and a due date: Tuition due in advance on the first business day of the month
- State child care license no.: for example LIC-240152
- Provider EIN or tax ID: for example 12-3456789
- Child's name and room: for example Mia (age 9)
- Billing month: for example 9 November 2026
- Line items in week or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How daycare businesses bill
Bills tuition per week or month for a reserved full-time or part-time slot, plus an annual registration fee, late pickup fees and charges for extras such as diapers or field trips.
Daycare businesses commonly use "Tuition due in advance on the first business day of the month". Daycares commonly charge a registration fee and sometimes a refundable deposit, often equal to one or two weeks of tuition, to hold an enrolled slot.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Childcare Workers $15.41 (employees, not contractor rates).
Daycare invoicing tips
- Bill tuition for the reserved slot whether or not the child attended on a given day, and say so on the invoice, because families who were away on vacation often expect a prorated bill.
- Give each child a separate block of lines with the room and schedule, so parents can split the cost between two dependent care accounts or between separated parents.
- Issue a year-end statement with the total paid per child, your EIN or tax ID and the license number, since parents need those details for the US child care credit and dependent care FSA claims.
- Record the exact pickup time and date next to a late fee, so the charge points to a specific evening that staff and parents can both check against the sign-out sheet.
Daycare billing disputes to head off
- Families leaving mid-month dispute the last tuition payment; printing the withdrawal notice period from your enrollment agreement on every invoice makes the final bill predictable.
- Charges for supplies or field trips buried in the tuition line confuse parents who claim tuition as dependent care, so keep optional extras on separate lines.
Work a daycare can bill for
Core tasks of Childcare Workers (O*NET 39-9011.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Support children's emotional and social development, encouraging understanding of others and positive self-concepts.
- Care for children in institutional setting, such as group homes, nursery schools, private businesses, or schools for people with disabilities.
- Sanitize toys and play equipment.
- Discipline children and recommend or initiate other measures to control behavior, such as caring for own clothing and picking up toys and books.
- Identify signs of emotional or developmental problems in children and bring them to parents' or guardians' attention.
- Observe and monitor children's play activities.
How to make a daycare invoice
-
Add both parties
Enter Bluebird Daycare (your business) and the customer, Chris Novak, then state child care license no..
-
Number and terms
Give it a unique number such as INV-8086 and set the terms to Tuition due in advance on the first business day of the month.
-
List the work
One line per item: the sample runs from "Full-time tuition, toddler room" (4 week) to "Extra day for preschooler, Thursday Oct 24" (1 day).
-
Check the total
The 7 lines come to $2,088.00; add sales tax only if your state taxes child care.
-
Download and send
Download the PDF or print it, then keep a copy with the child care records.
Frequently asked questions
How do I make a daycare invoice?
Add your daycare business details, the customer, state child care license no., provider ein or tax id, child's name and room and billing month, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for october tuition for one full-time toddler and one part-time preschooler from the same family totalling $2,088.00; change the prices and download the PDF.
How do daycare businesses charge?
Mostly week. Bills tuition per week or month for a reserved full-time or part-time slot, plus an annual registration fee, late pickup fees and charges for extras such as diapers or field trips.
When should a daycare invoice be paid?
Tuition due in advance on the first business day of the month is the usual arrangement. Daycares commonly charge a registration fee and sometimes a refundable deposit, often equal to one or two weeks of tuition, to hold an enrolled slot. Put the terms and the due date on the invoice so there is no doubt.
How much do daycare businesses earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Childcare Workers $15.41 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.