Childcare billing software for daycares, preschools, and after-school programs — MyKidReports
Childcare billing & accounting software for daycares and preschools.
Recurring invoices, ACH & card auto-pay, late fees, sibling discounts, subsidy co-pay splits, and year-end tax statements — running quietly inside MyKidReports, the all-in-one childcare platform.
- ★★★★★ 5-star rated by directors
- ● Free plan
- ● Done-for-you setup
What childcare billing software actually does
Childcare billing software automates tuition invoicing and payment collection for daycares and preschools. It issues recurring invoices on a schedule, charges parents automatically by card or bank transfer, applies late fees and sibling discounts without anyone remembering to, splits subsidy co-payments between the agency and the family, and produces year-end tax statements. The point is that tuition collects itself instead of a director chasing it every month.
MyKidReports childcare billing software is $0.99 per child per month, published on the site with no sales call, and free for centers with up to 5 children. A 30-child center pays $29.70 a month. Most childcare platforms quote billing separately or price it per staff account, and most will not tell you the number until you book a demo.
Two questions settle a comparison faster than any feature list. Ask every vendor for the payment processing rate, because on tuition volume the card and ACH fees matter more than the subscription and are almost never published. Then ask whether billing is included or an add-on, since a low headline price often excludes the part you actually need.
Billing is the slow leak eating your week.
Most directors we talk to spend 6–12 hours a month on billing alone. Here's what that actually looks like.
Manually emailing invoices.
PDFs, spreadsheets, email threads. Three minutes per family × forty families = two hours gone before lunch.
Chasing late payers.
Polite reminder. Then firmer reminder. Then the awkward hallway conversation at pickup. All while kids need your attention.
Year-end tax statement chaos.
Forty parents emailing at once asking for their annual childcare payment total for FSA and tax filing. You're recalculating from receipts.
Set it up once. Never touch it again.
MyKidReports childcare billing software replaces three tools — invoicing, payment processing, and late-fee follow-up — with one automated flow.
Set your billing plan
Create a plan per room or per child — weekly, bi-weekly, or monthly. Add sibling discounts, staff rates, subsidy splits, deposits. Copy plans across rooms in a click.
Parents autopay on enrollment
During onboarding, parents connect their bank account (ACH) or card. They see what they owe and when. From day one, they're on auto-pay.
The software does the rest
Invoices go out on schedule. Payments collect automatically. Late fees trigger on overdue. Reminders send themselves. You see a clean dashboard, not a to-do list.
Every daycare billing software feature — no add-on pricing.
Most daycare billing tools nickel-and-dime you for every module. MyKidReports includes everything below in every paid plan.
Recurring auto-pay
ACH and credit/debit via Stripe. Set it once per family, collect it forever. Handles failed-payment retries automatically.
One-click invoicing
Generate invoices for weekly, bi-weekly, or monthly plans. Custom line items for field trips, supplies, late fees, deposits.
Late-fee automation
Overdue triggers fire on day 3, day 7, day 14 — with branded reminder emails and optional grace periods per family.
Discounts & scholarships
Sibling discounts, staff discounts, military discounts, scholarship credits — applied automatically to the right families.
Subsidy co-pay splits
Split invoices between family share and subsidy share (CCDBG, CCAP, vouchers). See subsidy management →
Year-end tax statements
Branded year-end payment statements auto-generated for every family in January. Parents download from their app. Your inbox stays empty.
A complete billing system that runs itself
From invoice generation to parent payments to director reporting — every part of billing is automated, connected, and visible in one place.
When a payment slips past due, the late fee applies itself.
A late fee is the charge a family pays when their invoice isn’t paid by the due date. Most directors write the policy but hate enforcing it. MyKidReports watches every invoice: if a payment hasn’t cleared by your grace window, the late fee — your rule, your amount — auto-applies to the balance and shows up in the parent’s app with a plain-English reason. No awkward follow-up, no manual invoice edits.
- Flat amount or % of unpaid balance — your choice per center
- Grace period per family, plan, or center-wide (e.g. 3 days)
- Review & waive any fee before it posts, one tap
- Parents see the fee + explanation in the parent app
- Stacks cleanly with failed-ACH retries — one balance, one reminder
Watch how to set up billing inside MyKidReports.
A guided walkthrough of auto-pay, late-fee rules, gateway setup, and the payments dashboard — so your team is live and collecting on day one.
MyKidReports has streamlined our invoicing process, automating payments and reducing manual errors. The overdue reminders have improved our cash flow, saving us time and hassle. Highly recommend!
From billing admin back to running the center.
MyKidReports vs. other daycare billing software.
Here's how childcare billing inside MyKidReports stacks up against the other childcare management platforms directors usually evaluate.
Childcare billing software cost, by center size.
The top childcare billing software vendors make you book a sales call to learn the price. Ours is published: $0.99 per child per month, billed in tiers of 10 — free forever up to 5 children, for home daycares and childcare centers alike. No setup fee, no per-staff fees, no contract.
Comparing tools side by side? Read the full 2026 breakdown: the best childcare billing software, compared →
Childcare accounting software, built into the billing you already run.
Most centers go shopping for daycare accounting software because their billing tool leaves a mess behind. MyKidReports records the money as it moves, so the bookkeeping is finished by the time the month closes.
A live ledger for every family
Every invoice, auto-pay charge, late fee, discount, credit and refund is posted against the right family the moment it happens. No side spreadsheet, no month-end catch-up, no re-keying anything by hand.
Revenue and receivables reports
See tuition collected, outstanding balances and how far past due each one is, filtered by program, room or date range. Pull the same view for your board, your lender or your accountant.
Export to the accounting system you already use
Transactions export as CSV for QuickBooks, Xero, Wave or whatever your bookkeeper prefers. Accounting-system export is included on every plan, not sold as an add-on module.
Subsidy and co-pay split cleanly
CCDBG, CCAP and voucher payments split automatically between the agency share and the family share, so subsidised families reconcile exactly as cleanly as private-pay families do.
Year-end tax statements, generated for you
Each family’s annual childcare payment statement is produced automatically, so January is not a spreadsheet marathon and parents stop emailing you for totals one at a time.
Free daycare bookkeeping for small centers
Centers caring for up to five children use MyKidReports free forever, ledger and reports included. Past five children it is $0.99 per child a month, with no setup fee and no contract.
The honest version: MyKidReports is childcare billing and bookkeeping — it is not a general ledger. It owns everything that touches tuition revenue and hands clean, categorised data to your accountant or your accounting package. Centers that also need payroll, accounts payable and a full chart of accounts keep those where they are and let MyKidReports run the revenue side.
Everything directors ask about MyKidReports childcare billing software.
What is childcare billing software?
Childcare billing software is a tool that automates parent invoicing, recurring payments, late fees, discounts, and tax statements for daycares, preschools, and after-school programs. MyKidReports is all-in-one childcare billing software and accounting app that runs in the background so directors never chase a payment manually.
How does MyKidReports automate childcare billing?
You set up a rate plan once (weekly, bi-weekly, or monthly). MyKidReports generates invoices on schedule, charges the parent's card or bank account through auto-pay, applies late fees if the payment fails, sends reminders, and logs everything in the ledger. Directors only step in for exceptions.
Does MyKidReports handle sibling discounts and subsidies?
Yes. You can set sibling discounts, staff discounts, scholarship credits, and subsidy co-pay splits (CCDBG, CCAP, state vouchers). The software automatically calculates the family's share vs. the subsidy share on each invoice. See our subsidy management page for the full breakdown.
Can parents pay with ACH (bank account) or only credit card?
Both. MyKidReports supports ACH bank payments (lower processing fees) and credit/debit cards via Stripe. Parents choose their preferred method during signup and can update it in the parent app anytime.
Does MyKidReports generate year-end tax statements for parents?
Yes. MyKidReports generates a year-end childcare payment statement for each family with your EIN, showing total amount paid. Parents download it from the app for their dependent-care FSA or tax filing. Directors don't have to produce these manually.
How does this compare to other childcare billing tools?
MyKidReports billing is included in every paid plan at $0.99 per child per month — no separate billing module fee. Most other childcare management platforms charge extra for full billing features or start from a much higher base price. Migration from any system is free and done-for-you.
Is there a free plan for small home-based daycare billing?
Yes. MKR Lite is free forever for up to 5 children and includes basic billing, invoicing, and parent payments — ideal for home-based family childcare providers. See home-based daycare software.
How long does it take to switch billing software to MyKidReports?
We handle the setup for you — our team imports families, rate plans, discounts, and payment history from your current childcare billing software at no extra cost, so you can start collecting on schedule.
What is the best childcare billing software?
The best childcare billing software depends on center size and budget. For small centers (1-5 children), MyKidReports' Free Forever plan is the only no-cost option with full billing automation. For 6-100 children, MyKidReports is $0.99 per enrolled child per month with billing included and no separate billing module fee. Brightwheel and Procare do not publish pricing — both quote per program after a sales call; centers report paying Brightwheel roughly $150 to $400+ a month (third-party reports, checked 15 September 2026). MyKidReports is rated 5.0 out of 5 from 23 reviews on both Capterra and Software Advice (checked 16 September 2026).
Is there free or low-cost childcare billing software?
Yes. MyKidReports offers a Free Forever plan for centers with up to 5 children that includes recurring billing, invoicing, and ACH/card payment processing. Beyond 5 children, pricing is $0.99 per child per month — significantly cheaper than competitors. There are no setup fees, no per-staff fees, and no contracts. The only external cost is standard Stripe payment processing fees on tuition transactions (industry standard).
What automated billing features does childcare software include?
Modern childcare billing software automates: recurring invoice generation, auto-pay charging (ACH and card), late fee assessment, payment reminders, sibling and staff discount calculation, subsidy co-pay splitting (CCDBG, CCAP, vouchers), year-end tax statement generation, deposit and registration fee handling, and accounting-system export. MyKidReports includes all of these on every plan.
Is this billing software, invoicing software, or payment software?
All three, in one place. The invoicing side generates and sends the invoice on your schedule. The payment side collects it by ACH or card through auto-pay. The billing side is the rate plans, discounts, subsidies and late fees that decide what the invoice says in the first place. Centers search for these as three separate products; in MyKidReports they are one workflow, and none of them is a paid add-on.
Do you have preschool billing software as well as daycare billing?
The same product covers both, plus after-school and home-based programs. Preschools usually bill on a term or monthly rate with registration and supply fees; daycares more often bill weekly or bi-weekly with drop-in charges. Both are rate plans you set once and leave alone. Nothing about the pricing changes by program type — it is $0.99 per enrolled child per month either way, free up to 5 children.
Can MyKidReports replace my accounting software?
It replaces the tuition side of your books, not your general ledger. MyKidReports handles the family ledger, receivables, revenue by room, subsidy co-pay splits and year-end tax statements, then exports to the accounting system you already use. Most centers keep QuickBooks or their accountant's software for payroll, vendors and tax filing, and simply stop entering tuition twice.
Billing that runs itself. Starting today.
Join the daycare and preschool directors who got their Sunday nights back. Free forever for up to 5 children. 14-day trial on Pro.