Example childcare & daycare invoice
Here is what a typical childcare & daycare invoice built with this template looks like. It bills 4 line items, from “Full-time tuition – November” to “Field trip”, for a subtotal of $1,360.00 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Full-time tuition – November | 1 | $1,250.00 | $1,250.00 |
| Extended hours (hours) | 6 | $15.00 | $90.00 |
| Registration fee | 1 | $0.00 | $0.00 |
| Field trip | 1 | $20.00 | $20.00 |
| Subtotal | $1,360.00 | ||
Suggested note for the client: Child: ___. Provider Tax ID: ___. Late pick-up fee $1 per minute after 6:00 p.m. Payment due on the 1st.
What to include on a childcare & daycare invoice
- Child's name and care period
- Tuition (weekly or monthly)
- Extra hours or late pick-up fees
- Meals, activities or supplies
- Provider tax ID for dependent care tax credits/FSA
- Payment due date
Childcare & Daycare invoicing tips
- Include your EIN or tax ID – parents need it for the Child and Dependent Care Credit and FSA claims.
- Bill tuition in advance.
- State late pick-up fees clearly.
- Provide a year-end statement of payments.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical childcare & daycare charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
Why do parents need my tax ID?
To claim the Child and Dependent Care Credit or dependent care FSA reimbursement, they must report the provider's tax ID.
Should daycare be paid in advance?
Yes, most centers bill weekly or monthly in advance.
Is this childcare & daycare invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.