Free daycare invoice template.
A clean, ready-to-use daycare invoice template — fill it in, send it to parents, or let MyKidReports bill for you automatically.
Free · no email required · updated July 2026
| Description | Qty | Unit price | Amount |
|---|---|---|---|
Monthly tuition — Toddler Room Billing period: April 2026 | 1 | $1,200.00 | $1,200.00 |
Registration fee | 1 | $75.00 | $75.00 |
Late-pickup fee After 6:00 PM | 2 | $15.00 | $30.00 |
What to put on a daycare invoice.
Every daycare invoice should answer three things for the parent: who it’s from, what they owe, and when it’s due.
Your details & theirs. Your center name, address, and contact info at the top; the parent’s name and the child’s name so it’s clear who and what the bill is for.
Invoice number & dates. A unique invoice number, the issue date, and the billing period (for example, “April 2026”) so both sides can track it.
Itemized charges. Monthly tuition by room or age, plus any registration, supply, activity, or late-pickup fees — each on its own line so nothing looks like a surprise.
Subsidy or co-pay credit. If a family is on CCDF or another program, show the full tuition and subtract the agency credit so the parent sees exactly what they owe.
Total, due date & how to pay. A clear total, a due date, and payment instructions — or an autopay note if the card on file is charged automatically.
Send invoices and get paid on time.
Fill in the template
Add your tuition, fees, and any subsidy credit for each family, then set a due date.
Send on a schedule
Email invoices on the same day each month so parents know when to expect them.
Collect with autopay
Offer autopay and automatic reminders so tuition arrives on time without chasing.
A template, or your whole billing on autopilot.
A free template is a fine place to start. Here’s what changes the day MyKidReports runs billing for your center.
| Billing task | Doing it by hand | With MyKidReports |
|---|---|---|
| Create each invoice | Fill in the template by hand every month | ✓ Auto-generated from each child’s plan |
| Send to parents | Email or print them one at a time | ✓ Emailed automatically on a set schedule |
| Get paid | Wait for cash, checks, or transfers | ✓ Autopay by card or ACH on the due date |
| Late payments | Chase parents yourself | ✓ Automatic reminders and late-fee rules |
| Subsidy & co-pay | Work out the split by hand | ✓ Agency and family split on one invoice |
| Bookkeeping | Re-type totals into a spreadsheet | ✓ Reconciles automatically, clean reports |
| Cost | Free file — but hours of admin | ✓ Free up to 5 children, then $0.99/child/mo |
From invoice to paid, without the chasing.
Skip the manual template. MyKidReports sends invoices on a schedule, charges autopay, applies late fees, and tracks subsidy vs private-pay — so tuition arrives on time.
- Recurring invoices sent automatically
- Autopay by card or ACH with saved methods
- Late fees and past-due tracking built in
- Subsidy and private-pay split on one invoice
How MyKidReports bills for you.
A template still needs you to fill it in, send it, and chase the payment. MyKidReports runs the whole billing cycle itself — the same real features on the childcare billing software page.
Recurring autopay
Auto-pay through ACH direct debit or credit/debit card, powered by Stripe and Deluxe. Set it once per family and collect it forever.
One-click invoicing
Generate invoices for weekly, bi-weekly, or monthly plans, with custom line items for tuition, field trips, supplies, deposits, and late fees.
Late-fee automation
Overdue triggers fire on day 3, 7, and 14 with branded reminder emails and optional grace periods per family — no awkward pickup conversations.
Discounts & scholarships
Flexible discounts and credits (flat dollar or percentage) applied automatically to the right families — sibling, staff, or scholarship.
Subsidy co-pay splits
Split each invoice between the family share and the subsidy share (CCDBG, CCAP, vouchers), tracked automatically alongside private pay.
Reconciles to the dollar
Financial reports itemize tuition by plan, refunds by date, and failed payments by retry — exported clean for your accountant.
Skip the template — let MyKidReports do it.
MyKidReports auto-generates and emails invoices, charges autopay, tracks who’s paid, and handles subsidies — free for up to 5 children, then $0.99 per child per month.
Daycare invoice questions, answered.
How do I make a daycare invoice?
Start from a daycare invoice template and fill in your center name and contact details, the parent’s name and the child, the billing period, and line items for tuition, fees, and any subsidy or co-pay credit. Add the total, a due date, and how to pay. Download the free MyKidReports template above, or let MyKidReports generate and email invoices for you automatically.
What should a daycare invoice include?
A daycare invoice should include: your center name and contact info; the parent’s name and the child’s name; an invoice number and issue date; the billing period; itemized charges (monthly tuition, registration or supply fees, late-pickup fees); any subsidy or co-pay credit; the total due; a due date; and payment instructions or an autopay note.
How do I get parents to pay tuition on time?
Send invoices on a predictable schedule, set a clear due date, and offer autopay so tuition is charged automatically to a card or bank account on file. Automatic reminders before the due date and receipts after payment cut down on late and missed payments. MyKidReports does all of this for you.
Is the daycare invoice template really free?
Yes. The daycare invoice template above is free to download as a PDF and yours to reuse every month. If you would rather not fill one in by hand, MyKidReports generates and emails invoices automatically — free for up to 5 children, then $0.99 per child per month.
Can I charge subsidy and private-pay families on the same invoice?
Yes. List the full tuition, then add the subsidy or agency credit (for example CCDF) as a negative line so the parent sees exactly what they owe. MyKidReports tracks subsidy and co-pay automatically alongside private-pay tuition.
Should I use a template or daycare billing software?
A template is fine when you have a handful of families and time to send and chase invoices by hand. Once you are billing more families, daycare billing software saves hours: it generates invoices, charges autopay, tracks who has paid, and reconciles against attendance — without re-keying.
Stop chasing tuition. Start collecting it.
Download the free daycare invoice template, or let MyKidReports send invoices and collect autopay for you. Related: childcare billing software and how to start a daycare.
