Summer Camp Invoice Template

Free invoice templates for summer camps built for camp tuition, registration fees, and extended care fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: summer camp invoice, summer camp bill, or summer camp fee invoice.

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Download Free Summer Camp 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 Summer Camp Invoice Template

Best for:

Logo, cabin and enrollment fields.

Editable Summer Camp Invoice Template

Best for:

Edit weeks, discounts, bus and meals.

Printable Summer Camp Invoice Template

Best for:

Totals, waiver line, signatures, dates.

Free Summer Camp Invoice Template

Best for:

Camper, session, activities, add-ons.

How to Invoice for Summer Camp

Make billing simple for families and track sessions, deposits, and balances from sign-up to pickup.

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In 5 Steps:

Confirm camper name, session, dates, and parent contact before you draft the invoice.
Add tuition and chosen add-ons, set payment terms, and request a nonrefundable deposit.
Send the invoice with payment options and due date, then record the deposit when paid.
Before the session starts, add any approved changes like discounts or vouchers and update the balance.
At the final due date or after camp ends, apply the deposit and collect the remaining balance, then send a paid receipt.

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What to Include in a Summer Camp Invoice

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

Invoice number
Invoice date and due date
Camp business name and contact details
Parent or billing contact name and address
Camper name(s) and registration or session ID
Program or session dates and location
Payment terms and accepted methods
Deposit recorded and remaining balance
Cancellation and refund terms
Tax ID and camp or childcare license or health permit number (check local rules)

Billing Scenarios for Summer Camps

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

Nonrefundable deposit; Registration fee

Family registers a child and pays to hold the spot

This holds the seat and covers enrollment processing.

Before-care add-on; After-care add-on

Parent adds extended care before or after camp

This bills the extra supervised hours outside the core program.

Field trip transportation; Admission ticket

Camp includes a field trip with entry costs

Separating travel and tickets shows the true cost of the outing.

Sibling discount; Multi-child discount

Siblings attend the same session

Check local rules, mark taxable items, and show tax as its own line and total.

Daily rate; Drop-in fee

A camper attends single days instead of a full week

Partial attendance is priced clearly without confusion.

Late pickup charge; Staff overtime

This covers added staffing time caused by late departures.

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Tuition and fees for summer camps

List camp tuition, registration, sessions, electives, and extended care with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Session Tuition (Week)

Item

Enrolling a camper for a week

Qty × rate per week. List per camper to keep rosters and balances clear.

Registration Fee

Item

Holding a spot for the season

Qty × fee. Covers onboarding, roster setup, and parent portal access.

Extended Care (Before/After)

Time

Adding supervised hours

Hours × hourly rate. Track sign-in/out for staffing and ratios.

Late Pick-Up Fee

Item

Pickup after grace period

Qty × fee. State the grace window and note time logged by staff.

Bus Transportation

Item

Booking a route or stop

Qty × route rate. Include pickup zone and dates for dispatch records.

Field Trip Admission

Item

Passing entry costs to families

Qty × pass-through. Attach vendor receipt and trip date.

Lunch Meal Plan

Item

Adding daily meals

Qty × plan rate. Note allergy needs and service dates.

Camp T-Shirt/Uniform Pack

Item

Taxable

Issuing shirts or required wear

Qty × unit cost. Size each camper; replacements billed separately.

Camp Gear Kit

Item

Taxable

Selling water bottle, lanyard, etc.

Qty × unit cost. Markup = cost × (1 + markup%). List contents.

Medical Form Processing

Item

Reviewing forms and clearances

Qty × admin rate. Covers compliance check and record storage.

Save and reuse your camp tuition and fees

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

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Common Summer Camp Invoicing Mistakes

Billing gets messy fast, but a few simple fixes prevent confusion, delays, and chargebacks.

Mistake

How to fix it

Not listing exact session dates and daily hours leads to disputes about attendance and refunds.

State start and end dates, daily hours, and any closures in the header. Use consistent date formats so parents do not miss days.

Bundling multiple campers or programs into one line hides who is billed for what and slows approvals.

List each camper with the matching session on separate lines and show a clear subtotal per camper.

Show installment dates and amounts and add a clear final due date in the terms.

Check local rules, mark taxable items, and show tax as its own line and total.

Missing license or permit identifiers can block payment from schools or employers.

Add your tax ID and required license or inspection numbers in the invoice header and keep them current.

Not stating your cancellation and refund terms drives support churn and chargebacks.

Write a short policy in plain language in the footer and link to full terms for details, then keep the same policy on every invoice.

Summer Camps Invoice FAQs

Bill for sessions, electives, buses, meals, extended care, discounts, and refunds the right way. Line items, terms, and markup made simple with clear answers.

How do I handle deposits and the remaining balance on the invoice?

Collect a nonrefundable deposit, then show the balance due by a set date. Use our Summer Camps Invoice Template to list deposit, tuition, and due dates clearly. Example: Deposit $150, Session Tuition $850, Balance Due by May 15 $700.

How do we charge early drop-off and late pickup?

Treat extended care as a daily add-on. Show time blocks and counts. Example: Early Drop-off 7:30–8:30 a.m. 5 days x $5 $25, Late Pickup 4:30–5:30 p.m. 3 days x $8 $24.

What is the clean way to bill field trips and bus transportation?

List the trip and the bus as separate lines so parents see both. Include dates and any venue fee. Example: Field Trip Zoo Admission 1 camper $12, Bus Transport Round Trip $9.

How should electives like horseback riding or robotics be priced?

Price electives per session or as a flat week add-on. Name the program and include gear or facility fees. Example: Robotics Elective 4 classes x $20 $80, Lab Materials Fee $15.

Can we prorate for a short week or late start?

Yes. Show the standard rate and the proration math so it is transparent. Example: Week Tuition $300, Proration 3 of 5 days x $60 $180.

What refund rules apply for illness, homesickness, or weather closure?

State what is refundable and what stays as a fee. Rules vary, check local rules. Example: Tuition Refund Illness Doctor Note 4 days x $60 $240, Admin Fee Nonrefundable $25.

How do we apply sibling or multi-week discounts without confusion?

Apply the discount as a separate negative line so it stands out. Name the qualifier. Example: Sibling Discount 10 percent on $300 -$30, Multi-Week Discount 2 or more weeks -$20.

How can we add camp store or snack bar spend to the bill?

Use a prepaid wallet or post actuals weekly. Summarize and attach a purchase log if needed. Example: Camp Store Preload $30, Snack Bar Usage Week 1 $18, Balance Carryover $12.