Managing daycare payments efficiently ensures smooth operations and builds trust with families. Below are descriptions of templates designed to help daycare providers stay organized and keep parents informed about financial obligations.

Enrollment Finances Excel Template

This template helps track each child’s tuition, calculate government subsidies (e.g., CCFRI, ACCB), and determine the parent’s portion. It includes:

• Columns for child names, tuition rates, subsidy amounts, and payments received.

• Automatic calculations for outstanding balances.

  
  This is a comprehensive tool for maintaining accurate financial records for your daycare.

Invoice Notification

A professional template to send parents their monthly tuition invoices, including their specific portion. It clearly outlines:

• Total tuition.

• Government subsidies applied.

• Amount due and payment deadline.

Receipt Template

Provide parents with a detailed receipt upon payment. This template includes:

• Date of payment.

• Amount paid.

• Payment method (e.g., e-transfer, check).

• Remaining balance, if applicable.

Tuition Due Reminder

A friendly reminder template sent to parents before tuition is due on the 1st of each month. It emphasizes:

• The payment deadline.

• Accepted payment methods.

• Late payment policies to avoid misunderstandings.

Tax Statement Template

A yearly summary of childcare expenses for parents to use for tax purposes. This template includes:

• Total tuition paid.

• Childcare provider’s name, address, and tax ID number (if required).

Childcare Pricing Adjustment Template

Use this template to notify parents about changes in tuition rates or fees. It includes:

• The effective date of the adjustment.

• Reasons for the change (e.g., increased costs or enhanced services).

• Clear communication to maintain transparency and trust.

Late Payment Notice

A formal notification sent to parents if tuition is overdue. This template outlines:

• The outstanding amount.

• Applicable late fees.

• A deadline for payment to avoid service interruptions.

Invoice Notification for Late Pick-Up

Send this invoice to parents when they pick up their child past the designated time. It includes:

• Date and time of the late pick-up.

• The late fee rate.

• Total amount due.

Invoice Notification for Drop-In Session

For families who use drop-in care, this template details the session cost, including:

• Date and hours of care.

• Rate charged per hour/session.

• Total amount due and payment deadline.

For more information please check our Handbooks attached below