Childcare Provider Invoice Template

Free invoice templates for Childcare Providers built for hours of care, meals and snacks, and late pickup fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: childcare provider invoice, childcare provider bill, or nanny invoice.

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Download Free Childcare Provider Invoice Templates

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Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Childcare Provider Invoice Template

Best for:

Logo, contract and payment fields.

Editable Childcare Provider Invoice Template

Best for:

Edit extras, travel, late pickup fees.

Printable Childcare Provider Invoice Template

Best for:

Totals, signatures, emergency contact.

Free Childcare Provider Invoice Template

Best for:

Child, schedule, hours, rate, notes.

How to Invoice as a Childcare Provider

Keep it simple, track everything, and show credits so parents see what they owe and why.

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In 5 Steps:

Confirm schedule, rates, and any deposit requirements in writing with the family.
If holding a spot, send a deposit invoice and mark it paid when received.
Track daily start and end times per child and note any extras agreed ahead of time.
Create your weekly or monthly invoice from the time log, add approved fees or credits, and apply any deposit to the first bill.
Send the invoice with a clear due date, payment options, and receipt the payment as soon as it hits.

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What to Include in a Childcare Provider Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number and issue date
Childcare provider name, business info, and caregiver license/registration #
Client/guardian name and contact
Child name(s)
Service dates and care hours
Service location address
Line items table for care hours, add-ons, and credits
Deposit/retainer received and amount applied this invoice
Payment terms: due date, accepted methods, and late fee policy
Cancellation and illness policy reference
Tax treatment note for services and fees (check local rules)
Subsidy authorization # and billing period, if applicable

Billing Scenarios for Childcare Providers

How to label charges so every invoice makes sense the moment your clients see it.

Registration fee; Enrollment admin

New enrollment this month

One-time setup work and paperwork deserve a clear, separate line so it is not mistaken for tuition.

Retainer to hold spot; Applied to first invoice

Holding a spot before the start date

It secures the seat and shows the credit when care begins.

Drop-in care (hours); Minimum block

Occasional drop-in care by the hour

It separates ad hoc hours from your regular schedule.

Late pickup fee; Overtime care

Pickup after the scheduled time

Add a short policy reference and link to the full terms, and list any waived charges so families see the goodwill.

Supplies/materials fee; Meal program fee

Extra supplies or meals provided

It documents consumables that are not part of base care.

Subsidy reimbursement; Family copay

It shows what the program pays and what the family owes.

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What childcare providers usually bill for

Itemize hours of care, meals, activities, and late fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

In-Home Care

Time

Standard hourly care in home

Hours × hourly rate. Track sign-in/out for each child to document coverage and ratios.

Drop-In Care

Time

Short-notice or partial-day care

Hours × hourly rate. Note arrival time and minimums in your booking notes.

After-Hours Premium

Item

Evenings, holidays, or urgent calls

Labor × premium%. Call out the window covered and why the premium applies.

Overnight Care

Time

Care spanning nighttime sleep

Hours × overnight rate. Log sleep checks and bedtime routines for parent review.

School Pickup/Drop-Off

Item

Daily school or activity transport

Trips × per-trip rate. Confirm car seats and release procedure; list pickup location and time.

Mileage Reimbursement

Item

Driving beyond included radius

Miles × per-mile rate. Attach route or odometer photo; exclude regular commute miles.

Meals & Snacks

Item

Taxable

You provide food during care

Per child × cost × (1 + markup%). Note allergies and keep receipts with menu details.

Diapers & Wipes

Item

Taxable

You supply disposables

Packs × cost × (1 + markup%). Label sizes/brands; unused packs can be sent home.

Registration Fee

Item

First booking or seasonal signup

1 × fee. Covers onboarding, paperwork, and spot reservation; nonrefundable unless canceled by you.

Medication Administration

Item

Dosed meds per parent request

1 × admin fee per occurrence. Require signed form; record time, dosage, and child’s response.

Save and reuse your childcare rates and fees

Create a free account and save hourly care rates, meal fees, and late fees once, so nothing gets retyped.

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Common Childcare Provider Invoicing Mistakes

Real work gets messy, but small fixes keep payments fast and friendly.

Mistake

How to fix it

No sign-in/out records, which makes billed hours easy to dispute.

Use a daily timesheet signed by a guardian or a check-in app, and keep it with the invoice backup.

Combining several children and weeks into one vague line hides what was delivered.

Split by child and date range, show units and totals, and keep notes in the description for clarity.

Put required identifiers in the header and on every page, and update them anytime they change.

Add a short policy reference and link to the full terms, and list any waived charges so families see the goodwill.

Charging tax the wrong way creates compliance risk and refunds.

Mark whether care and each fee are taxable or exempt and note why, and check local rules.

Unclear units or bad math erode trust and slow payment.

Show hours x rate with a subtotal and a grand total, and run a quick second check before you send.

Childcare Providers Invoice FAQs

Get paid on time for daycare, preschool, nanny, and babysitting work. Line items, fees, meals, late pickup, vouchers, and terms explained with clear answers.

How should I bill weekly care vs daily drop-off?

Use one rate per schedule so parents know totals. Example: “Weekly Tuition, 5 full days @ $60/day = $300.” Add “Late Pickup, 15 minutes = $10” if used.

What late pickup fee can I add?

State it in your policy and show the math. Example: “Late Pickup, 6:05–6:20 pm, 15 min @ $1/min = $15.” Rules vary—check local rules.

Do I charge for holidays and closures?

If your tuition is for a reserved slot, charge as usual and list the closure. Example: “Tuition Week of Nov 24–28 = $300. Closure: Nov 27, Thanksgiving.” Rules vary—check local rules.

How do I handle subsidy or voucher copays?

List the agency portion and the family copay as separate lines. Example: “State Voucher Payment = $220. Parent Copay = $80. Balance Due = $80.” Rules vary—check local rules.

Can I add registration and annual supply fees?

Yes, if disclosed in your handbook. Example: “Registration Fee, new family = $50” and “Annual Supply Fee, art and nap mats = $35.” Rules vary—check local rules.

How should I price occasional drop-in days?

Use a higher day rate and require prepayment. Example: “Drop-In Day, 8 am–5 pm @ $85/day = $85” plus “Meal, lunch and snack = $6.”

What belongs on a nanny share invoice?

List each family’s share, any overtime, and extras. Example: “Care, 40 hrs @ $28/hr = $1,120,” “Split 50/50 = $560 each,” “Park Mileage, 12 mi @ $0.67/mi = $8.04.”

Can I charge for meals, diapers, and field trips?

Yes. Break them out so parents see choices. Example: “Meals Package, lunch + 2 snacks = $6/day,” “Diapers/Wipes Refill = $12,” “Field Trip, zoo ticket = $9.”