Preschool Invoice Template

Free invoice templates for preschools built for tuition, extended care hours, and meals and snacks. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: preschool invoice, preschool bill, or pre-k invoice.

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Download Free Preschool Invoice Templates

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Free Preschool Invoice Template

Best for:

Child, class, schedule, supplies list.

Custom Preschool Invoice Template

Best for:

Logo, student and billing fields.

Printable Preschool Invoice Template

Best for:

Totals, signatures, policy note, dates.

Editable Preschool Invoice Template

Best for:

Edit fees, meals, extended day options.

How to Invoice as a Preschool

Keep billing simple, take deposits upfront, then apply them cleanly so families always know the balance.

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In 5 Steps:

Confirm the child’s plan, service dates, and rates, including base tuition and any recurring add-ons.
Create the first invoice with one-time setup items and the enrollment deposit.
Set a clear due date, list payment options, and send the invoice.
When the first full cycle starts, apply the deposit to the agreed month and invoice the balance.
Record payments, issue receipts, and schedule the same labeled items each month.

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What to Include in a Preschool Invoice

These are the must-have fields that keep invoices clear and compliant.

Preschool name, address, email, and phone
Childcare license #
Tax ID or business registration ID
Invoice number
Invoice date
Billing period (service dates)
Child’s name and student ID
Parent/guardian billing contact
Itemized charges with quantities and rates
Totals and due date (subtotal, discounts, tax, total due, balance)

Billing Scenarios for Preschools

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

Enrollment Deposit; Registration Fee

New enrollment for an upcoming month

This separates the upfront hold from admin setup so families see how each cost works.

Pro-Rated Tuition; Start Date Adjustment

Mid-month start date

Shows the partial-month tuition tied to the first shortened service period.

Extended Care Hours; Overage Fee

Extra hours beyond the plan

Makes it clear those hours are billed per unit beyond the base plan.

Late Pickup Minutes; Late Pickup Fee

Late pickup

Write in simple terms and add a small legend for any codes you must use.

Annual Materials Fee; Consumables

Annual supplies charge

Covers classroom materials in one predictable line each year.

Sibling Discount; Multi-Child Rate

Shows the discount separately so the base tuition stays consistent.

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Tuition and fees for preschools

List tuition, extended care hours, meals and snacks, and classroom fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Monthly tuition (full-day)

Item

Enrolled full-day each month

Qty × monthly rate. Bill per child; prorate first/last month if needed.

Part-time tuition (half-day)

Item

Half-day schedule each month

Qty × monthly rate by days per week. Note schedule on invoice for clarity.

Drop-in care (hourly)

Time

Occasional care by the hour

Hours × hourly rate. Use sign-in/out times to back up hours.

Registration/enrollment fee

Item

New student signup

Flat fee per child. Covers admin setup and orientation materials.

Classroom supply kit

Item

Taxable

Start-of-term supplies needed

Qty × cost × (1 + markup%). Kit is kept by the child.

Uniform t-shirt

Item

Taxable

Family requests branded shirt

Qty × unit cost × (1 + markup%). Note size and color.

School photo package

Item

Taxable

Annual photo day orders

Pass-through as billed or Qty × cost. List selected package code.

Field trip fee

Item

Approved class trip with bus

Pass-through as billed. Attach permission slip date and destination.

Extended care (after-hours)

Time

Care beyond scheduled pickup

Hours × after-hours rate. Round to nearest 15 minutes and note times.

Late pickup fee

Item

Past grace period pickup

Flat fee per occurrence. Reference parent handbook policy.

Save and reuse your preschool tuition and fees

Create a free account and save tuition, care hours, and meal fees once, so nothing gets retyped.

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Common Preschool Invoicing Mistakes

Parents pay faster when your invoice is clear. Avoid these issues and use the quick fixes to prevent disputes.

Mistake

How to fix it

Bundling tuition and extras into one line hides what families are paying for and triggers disputes.

Use separate lines with short, plain descriptions and keep the same label names every month.

Leaving out the billing period makes totals feel arbitrary and slows payment.

Show exact service dates and the count of billable days, and note closures on the calendar.

Include your childcare license number and tax ID on every invoice; if rules vary, check local rules.

Write in simple terms and add a small legend for any codes you must use.

Math or tax mistakes lead to short pays and erode trust.

Recheck quantities and rates, apply tax only where required, and run a quick calculator check before sending.

Unclear payment terms cause missed due dates and late payments.

State the due date, grace window, and late payment policy in one consistent spot on every invoice.

Preschools Invoice FAQs

Tuition, co-pays, late pickup, supplies, meals, deposits, and closures. Real line items, clear terms, faster parent payments. Clear answers.

How should I bill monthly tuition when a child starts mid-month?

Use a prorated daily rate or charge next month in full and prorate the first. Spell it out in the notes. Example line item: “Prorated tuition (8 of 20 days): $560.”

Do I charge for holidays, weather closures, or teacher in-service days?

Most early childhood centers keep tuition fixed to hold the seat. Say which closures are included. Example line item: “Tuition reserves seat, closures included: $0 credit.”

Can I add a late pickup fee?

Yes. State the grace period and per-minute rate. Example line item: “Late pickup (18 min at $2/min): $36.”

What’s the right way to invoice a family using state subsidy plus parent co-pay?

Split charges: subsidy-covered tuition at program rate, then parent co-pay. Follow your state portal rules. Example line item: “Parent co-pay (July): $125.” Rules vary—check local rules.

Should I collect a registration fee or deposit to hold a spot?

Yes. Make it clear if it is nonrefundable and whether it credits the first month. Example line item: “Enrollment deposit applied to first month: $150.”

How do I price part-time schedules vs full-time?

Publish weekly or monthly rates by schedule. Avoid day swapping unless you set a change fee. Example line item: “Tuition 3 days/week (Aug): $720.”

Can I pass along credit or debit processing fees?

Often yes, but compliance varies by state and card network. If not allowed, offer ACH with no fee. Example line item: “Card processing fee 2.9%: $18.85.” Rules vary—check local rules.

What documentation do parents need for Dependent Care FSA or taxes?

Provide receipts with your legal name, EIN, address, and dates of care. Offer a year-end statement. Example line item: “Child care services 01/01–12/31: $8,400; EIN included.”