Daycare invoice template, ready in a minute
A free daycare invoice template that does the math. Add tuition and fees, apply a sibling discount and payments, and we do the math. Download a clean, professional daycare invoice, or a blank one to fill in by hand.
- Fill in your detailsYour center, room and dates.
- Make it yoursEdit, add or remove anything. Turn parts on or off.
- Check the previewIt updates as you type.
- Download PDFOr get a blank copy to fill in by hand.
What to include on a daycare invoice
- Your details: center or provider name, address, phone and email. Add your EIN or tax ID if families need it for the dependent care FSA or the child care tax credit.
- Family details: parent or guardian name, child's name and room.
- Invoice number and dates: invoice date, billing period and due date.
- Each charge on its own line: tuition, registration, supplies, late pick-up and late payment fees.
- Discounts and credits: sibling or staff discounts, subsidy payments and money already paid.
- Balance due in bold, so it is easy to find.
- How to pay and your late payment policy.
Sample daycare invoice template, filled in
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Tuition, preschool full time (monthly) | 1 | $1,050.00 | $1,050.00 |
| Registration fee | 1 | $75.00 | $75.00 |
| Late pick-up fee | 2 | $15.00 | $30.00 |
| Sibling discount (10% of tuition) | –$105.00 | ||
| Balance due | $1,050.00 |
Tips to get paid on time
Bill on the same day every time
Families plan around a routine. Send invoices on the same day each week or month.
Put your policy in writing
Have each family sign a payment agreement that covers due dates, late fees, holidays and sick days.
Make paying easy
Bank (ACH) payments and cards let families pay from their phone. Autopay removes most late payments.
Send a reminder before the due date
A friendly reminder two days before the due date stops most late payments before they happen.
Give year-end statements
Families need a record of what they paid for tax time. Keep every invoice and payment in one place.
Once a family pays, give them a receipt with our free daycare receipt template. Tired of making invoices by hand? MyKidReports billing sends invoices, autopay and reminders for you. Bank payments cost $0.49 each and cards 2.79%.
More free help for your day
Send invoices and get paid automatically.
MyKidReports bills families, runs autopay and retries failed payments. 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 invoice include?
Your center's name and contact details, the parent and child's names, an invoice number, the invoice date, billing period and due date, each charge on its own line, discounts and payments received, the balance due and how to pay.
How do I make a childcare invoice?
Fill in your details and the family's details, add tuition and any fees as separate lines, apply discounts and payments, then download the invoice. Our free tool adds up the totals for you.
Can I add a sibling discount?
Yes. Pick a discount percentage and it is taken off the tuition lines. Many centers give 5 to 10 percent off for a second child.
Should I put my tax ID on daycare invoices?
Many families use their receipts for a dependent care FSA or the child care tax credit, which ask for the provider's tax ID. Adding your EIN or tax ID to invoices or year-end statements saves them a step.
Is this daycare invoice template free?
Yes. It is free and runs in your browser. Fill it in and download a printable invoice, or download a blank invoice to fill in by hand.