Free Daycare Invoice Template
Write a childcare invoice cleanly: bill tuition by week or month, list extras and any registration fee, and download a PDF for parents.
Create this invoice → Free · no signup · downloads as PDF
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A filled-in example. Your details replace the placeholders — nothing here is saved.
City, Postcode
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Tuition (weekly) | 1 | $1,200.00 | $1,200.00 |
| Activity fee | 4 | $450.00 | $1,800.00 |
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What to include on a daycare invoice
- Your daycare name and contact
- Child and parent/guardian details
- Tuition by period (weekly/monthly)
- Registration, meals or activity fees
- Amount paid, balance due and terms
Tuition billing that parents can follow
Childcare billing is subscription billing: weekly or monthly tuition per child, invoiced in advance, with a registration fee up front and a defined rate schedule by age group (infant care costs more than pre-K). The recurring invoice should be boring and predictable; the extras — late pickup fees, meals, field trips, supply fees — are where confusion starts, so each gets its own dated line. If you accept state subsidy programs, the invoice needs to show the subsidy portion and the parent co-pay separately, because the agency will only reimburse against clean records.
Typical childcare charges (US)
Rates swing enormously by state and city:
- Infant care: $250–$500 per week at centers; home daycares less
- Toddler/preschool: $180–$400 per week
- Registration/enrollment fee: $50–$200 per child, annually
- Late pickup: commonly $1–$2 per minute after a grace period
- Meals/supply fees: $10–$50 per month when billed separately
- Sibling discount: 5–15% off the second child is common
Make the paperwork work for parents too
- Bill in advance on a fixed day (Friday for the next week, or the 1st) — consistency beats reminders
- One invoice per family listing each child and their rate, not one per child
- Show your tax ID (EIN) on invoices/receipts — parents need it for dependent-care tax credits and FSA claims
- State the late-payment and late-pickup policies on the invoice footer
- For subsidy families, split the invoice into agency portion and parent co-pay lines
FAQ
- What should a daycare invoice include?
- A child care invoice should name the child and the guardian being billed, the period of care it covers, tuition at your weekly or monthly rate, and extras such as registration, meals or activities kept on their own lines so parents can see what changed since last month.
- Do parents pay for weeks the child is absent?
- Almost universally yes — tuition holds the spot, it doesn’t buy attendance. Most providers charge full tuition through vacations and sick days, sometimes with a discounted holding rate for extended leave. Put the policy in your enrollment agreement and repeat it on the invoice.
- What do parents need on receipts for tax purposes?
- Your business name, address and EIN (or SSN for home providers), the child’s name, the period covered, and the amount paid. With those on every invoice/receipt, parents can claim the dependent-care credit and FSA reimbursement without asking you for year-end letters — though an annual summary is a nice touch.
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New to invoicing? Read how to make an invoice.