Daycare Invoice Template

Free invoice templates for daycare providers built for tuition, meals and snacks, and late pickup fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: daycare invoice, daycare bill, or child care invoice.

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Download Free Daycare Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

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

Custom Daycare Invoice Template

Best for:

Logo, enrollment and auto-bill fields.

Editable Daycare Invoice Template

Best for:

Edit rates, late fees, discounts.

Printable Daycare Invoice Template

Best for:

Totals, signatures, emergency contact.

Free Daycare Invoice Template

Best for:

Child, dates, hours, meals, notes.

How to Invoice as a Daycare Provider

Simple workflow: track care, list charges clearly, apply credits, then send with a firm due date.

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In 5 Steps:

Confirm enrollment or care request, set the rate plan and policies in writing, and collect any deposit or registration fee.
Track attendance and any extras during the service period using a daily log.
Calculate tuition and add-ons, then apply any prepayments or credits to the running total.
Generate the invoice with dates and clear line items, set a due date, and send it to the parent or guardian.
Collect payment, issue a receipt, and reconcile the invoice against your records.

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What to Include in a Daycare Invoice

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

Provider business name, address, phone, and email
Daycare license number and tax ID
Invoice number and invoice date
Parent or guardian name and billing address
Child’s full name and date of birth
Service period (start and end dates)
Care plan (full-time, part-time, or drop-in) and unit rate
Attendance summary for the period (days or hours)
Adjustments and taxable items summary (late pickup, supplies; check local rules)
Payments and credits applied, balance due, and due date

Billing Scenarios for Daycare Providers

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

Registration Fee; Deposit

New enrollment with upfront fees

Sets up the account and holds the child’s spot.

Monthly Tuition; Sibling Discount

Monthly tuition with sibling discount

Shows the standard charge and the family discount clearly.

Drop-in Care (Hours); Daily Rate

Part-time or drop-in care

Explains variable care billed by actual time or day.

Late Pickup Fee; After-hours Care

Pickup after closing time

List the care plan and a simple attendance total for the period so the math is traceable.

Supplies Fee; Meal Plan

Supplies or meals provided

Separates consumables from tuition for transparency and tax tracking.

Subsidy Payment; Parent Co-pay

Makes third-party contributions and the family’s share easy to reconcile.

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Tuition and fees for daycare providers

List tuition, meals, late pickup, and extended care with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Daily childcare

Time

Booked standard care hours

Hours × hourly rate. Track sign-in/out times to document care provided.

Extended hours care

Time

Family needs time beyond standard

Hours × hourly rate. Get written approval when extending beyond the agreed window.

Drop-in care

Time

One-off, space-available care

Hours × hourly rate. Confirm capacity and emergency contacts before start.

After-hours/holiday care

Time

Evening, weekend, or holiday care

Hours × after-hours rate. Note special ratios and staffing in the file.

Late pickup fee

Item

Child picked up after cutoff

Flat fee × occurrences. Use center clock; record pickup time in notes.

Enrollment/registration fee

Item

New child enrollment setup

Flat fee × child. Covers paperwork and onboarding; non-refundable admin charge.

Infant care add-on

Item

Infant requires additional care

Flat fee × day. Reflects higher staffing and supplies for infants.

Medication administration

Item

Doses given during care hours

Flat fee × day. Log medication, dosage, and authorization per child.

Field trip admission (pass-through)

Item

Admission ticket purchased

Pass-through as billed. Attach receipt; supervision billed separately if needed.

Starter supplies kit

Item

Taxable

Family buys take-home kit

Cost × (1 + markup%). Includes labeled cup, art set, nap mat cover.

Save and reuse your daycare rates and fees

Create a free account and save tuition, meal charges, and late pickup fees once, so nothing gets retyped.

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Common Daycare Invoicing Mistakes

Real life gets messy, but these fixes keep bills clear and prevent disputes.

Mistake

How to fix it

Leaving off the service period causes confusion about what dates the bill covers.

Always show clear start and end dates for the billing window. Match them to your attendance log.

Not naming the child can misapply payments when a family has more than one kid.

Include the child’s full name and date of birth on every invoice.

Add your daycare license number and tax ID in the header; check local rules.

List the care plan and a simple attendance total for the period so the math is traceable.

No due date or payment terms leads to late or partial payments.

Set a specific due date, accepted payment methods, and a plain-English policy for late or returned payments.

Bad math or missing credits overcharges families and erodes trust.

Use a calculator or software and cross-check totals against payments and credits before sending.

Daycares Invoice FAQs

Line items for tuition, late pickup, meals, diapers, field trips, and subsidies. Terms, discounts, and Daycares Invoice Template guidance, clear answers.

How should I bill for late pickup by the minute?

List the per-minute rate and show the math. Example line item: “Late pickup: 12 minutes @ $1.00/min = $12.”

What’s the right way to prorate when a child starts mid-cycle?

Charge only the attended days at your daily rate, or a prorated monthly fee. Example: “Prorated tuition: 8 of 20 days @ $55/day = $440.”

How do subsidy co-pays and attendance affect the bill?

Show the state portion as a credit and the parent co-pay as due, tied to approved hours. Example: “State credit: −$320; Parent co-pay: $180.” Rules vary—check local rules.

Can I charge for holidays and closures?

Spell out paid closures in your terms, then list them under tuition with dates. Example: “October tuition (includes 2 paid holidays) = $980.”

What’s the clean way to show sibling discounts?

List full tuition for each child and add a discount line for the second or third child. Example: “Sibling discount: −10% of $900 = −$90.”

How should I bill supplies like diapers, wipes, and meals?

Use either pass-through items or a monthly supply fee, but be consistent. Example: “Diaper/wipe package: $25; Lunch program: 20 meals @ $4.50 = $90.”

What’s the best practice for deposits and how they’re applied?

Record the deposit when paid, then apply it as a credit to the final week or month. Example: “Enrollment deposit credit applied to June: −$150.”

How do I charge for drop-in care?

Set an hourly rate with a minimum block and any registration fee upfront. Example: “Drop-in: 3-hour minimum @ $14/hr = $42; Same-day fee: $10.”