Daycare Invoice Templates

There are no federal laws dictating the specifics of your daycare invoice form for services, but many states have regulations you’ll need to follow. You’ll also need to ensure you’re registered with the state to collect sales tax to remain compliant with tax laws for your childcare centers.

As with all invoices, daycare billing needs some key information. These include the invoice date, the invoice number, the name and address of your daycare center and your client, a description of services rendered, payment terms, payment due date, and any relevant tax information. With Freshbooks, you can send professional invoices in a snap that includes all this information.

Typically, daycares and other childcare professionals will bill their clients every month. However, some will bill quarterly or annually instead. When in doubt, it’s best to invoice daycare clients on the same day each month. Freshbooks’ invoicing software helps you bill monthly, quarterly, or annually on a recurring basis for your daycare businesses.

These days, it’s most common and convenient to accept digital payment solutions (e.g., Square, PayPal, or FreshBooks invoicing software) for daycare invoices. However, you can also accept credit card payments or even checks if you prefer. It’s best to keep available accepted payment methods to a minimum for simplicity’s sake.

Daycare and other childcare are sometimes tax deductible on the part of your client, so it’s vital that your invoices are filled out accurately and free from errors. If you’re concerned about the chance of a mistake, consider using a free invoice template or another solution like FreshBooks’ invoicing software.

Deciding on the rates you’ll charge for daycare services can be quite a process at first. You’ll need to consider your expenses, future ambitions for the business, and the market and demand for your services. See FreshBooks’ above resources with all the details to help you decide.

As a childcare provider, you’re expected to maintain records of all kinds, though it can sometimes be unclear how long you have to keep them. Always check with your state licensor first, as they’ll likely have the most in-depth rules regarding records. Generally, keeping your records as detailed and far-reaching as possible is best. With Freshbooks’ invoicing software, all of your invoicing and billing processes will be saved to the cloud for your daycare centers.