Daycare receipt template, for tuition and tax time
A free daycare receipt template with everything families need for a dependent care FSA or the child care tax credit: dates of care, amount paid, payment method and your tax ID.
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What to include on a daycare receipt
Families use daycare receipts to claim the federal child and dependent care tax credit, to get paid back from a dependent care FSA, and to show proof of payment for a subsidy. Most of those ask for the same details.
- Provider name, address and phone.
- Provider tax ID (EIN, or SSN for a home provider). Families need it for IRS Form 2441. Give it to the family privately if you prefer not to print it.
- Who paid and for which child.
- The dates of care the payment covers, not just the payment date.
- Each charge and the total amount paid.
- How they paid and a receipt number.
- A signature from the provider or director.
Sample daycare receipt
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Tuition, toddler full time (October) | 1 | $1,180.00 | $1,180.00 |
| Supply fee | 1 | $40.00 | $40.00 |
| Sibling discount (10% of tuition) | –$118.00 | ||
| Total paid | $1,102.00 |
Daycare receipt tips
Give a receipt for every payment
Cash payments especially. A receipt protects you and the family if there is ever a question.
Send a year-end statement in January
Add up every payment for the year on one statement so families can file taxes and FSA claims quickly.
Number your receipts
Use a simple series like R-1001, R-1002 so you can match each receipt to your records.
Keep copies
Keep a copy of every receipt with your business records. Ask your tax professional how long to keep them.
Need to bill before families pay? Use our free daycare invoice template. With MyKidReports billing, receipts and year-end statements are sent for you. Bank payments cost $0.49 each and cards 2.79%. This page is not tax advice.
More free help for your day
Receipts and year-end statements, sent for you.
MyKidReports bills families, runs autopay and sends receipts and tax statements. Start free for up to 5 children, or try Pro free for 14 days. Pro is $0.99 per child a month.
Common questions
What should a daycare receipt include?
The provider's name, address and tax ID, the parent and child's names, the dates of care, each charge, the total paid, the payment method, a receipt number and a signature.
Do parents need a daycare receipt for taxes?
Yes. To claim the child and dependent care credit on IRS Form 2441, families need the provider's name, address, tax ID and the amount paid. Dependent care FSA claims usually ask for a receipt with the dates of care.
Do I have to give my tax ID to daycare parents?
Families need it to claim the credit. Many home providers get an EIN from the IRS so they do not have to share their Social Security number.
What is the difference between an invoice and a receipt?
An invoice asks for payment. A receipt shows that payment was received. Send an invoice first, then a receipt once the family pays.
Is this daycare receipt template free?
Yes. It is free and runs in your browser. Fill it in and download a printable receipt, or a blank one to fill in by hand.