After-School Program Invoice Template

Use monthly tuition for set schedules and per-day rates for occasional care. Show both so parents see the math. Example: “Monthly tuition, 3 days/week, September = $360” and “Drop-in, 2 days @ $30 = $60.”

Yes, if it’s in your policy and shown clearly. Bill by the minute or in 15-minute blocks. Example: “Late pickup, 18 minutes @ $1/min = $18.”

Apply the discount as a separate line so it’s obvious. Note if it’s percent or flat rate. Example: “Sibling discount, 10% off $400 = −$40.”

List the agency, the child, covered dates, and the parent copay. Show your standard rate and the subsidy credit. Use the After-School Programs Invoice Template to itemize: “Tuition $400; Subsidy credit −$300; Parent copay due = $100.”

Charge only for the active days or weeks. State your method in terms. Example: “Prorated tuition, 8 of 20 program days @ $20/day = $160.”

Add a separate fee and tie it to the date and destination. Note whether lunch, admission, or bus is included. Example: “Field trip: Science Museum, admission + bus = $22.”

Include program name, address, EIN, child’s name, dates of service, and amount paid. Parents use this for tax and FSA claims. Rules vary, check local rules. Example: “Care dates 10/1–10/31, EIN 12-3456789, Amount paid $360.”