The Nation's Leading Child Care Software

tuition software

5 Ways to Simplify Daycare Tuition Collection

It’s no secret that collecting childcare tuition is one of the hardest things you have to do as an owner or director of a childcare center. Parents who pay late always have an excuse. The fact is, they are just paying you last (or not at all) and putting your business—your livelihood—at risk.

By creating policies (and adhering to them) you can avoid a lot of late payment situations. For example, charge a late payment fee and stick to it. To make sure parents know your policies, post them in an obvious place or give them a handout. Be aggressive about collecting on time. If you’re passive, you will have delinquent accounts.

Daycare Tuition Collection Made Easy

Daycare Tuition Payments

For many people who use Procare Software, the issue of daycare tuition collection is a thing of the past. By using Tuition Express, Procare’s tuition collection and payment processing service, centers can eliminate handling paper money or checks. Payments are received 5 different ways (outlined below) and tuition fees are deposited to your account overnight. Parents are automatically emailed receipts and can check their balance online at any time!

Easy Ways for Parents to Pay – And For You to Collect  

  1. Electronic Funds Transfer (EFT) – Weekly or monthly payments transfer from each parent’s bank account directly into yours. Learn more about Electronic Funds Transfers for Childcare.
  2. Recurring Card Payments: Store encrypted parent credit card information to collect tuition payments when they are due.
  3. Card Swipe Processing for Childcare: Parents pay just like at the grocery store by swiping their debit or credit card at a card reader connected to a computer at your front desk (or a staff person may swipe the card for them) and you get the lowest card processing rates in the industry.
  4. Online Payments for Childcare: Parents can pay at their leisure–from work, home or on the go.
  5. Pay at Check-In: Parents see their balance as they check in and simply swipe their card to pay. The  Procare Touch Check-In Computer includes an integrated card reader, or an external USB card reader may be attached to any computer.

Since Tuition Express is fully integrated with Procare, payments and are automatically recorded to each family’s ledger card and deposit reports are created for you.

Final Thoughts

Tuition collection can be a time-consuming and unpleasant task. Tracking down parents to collect checks or remind them of upcoming payments is an inefficient use of time, but is necessary to ensuring regular cash flow at your center. With Tuition Express, payments can be automated—giving parents the flexibility they need, while ensuring your center’s tuition policies are adhered to and payments are received on time. That’s tuition collection made easy.

Learn how to enhance your childcare payment processing with Automated Tuition Collection from Procare.

Related Articles

Interested in making your childcare billing process more efficient? Check out these related articles:

Print Friendly, PDF & Email

Secrets & Myths about Price: Webinar with Kris Murray

Make the conversation about more than just price.As a child care center owner or director, do you struggle with parents and prospects that seem too focused on price? Do you need help implementing a system for raising your rates, improving your cash flow and attracting more customers?

To help you with strategies to address these issues for your child care business, Procare and Tuition Express have teamed up with Kris Murray, president of Child Care Marketing Solutions, to offer a FREE WEBINAR titled:

Secrets and Myths about Price: How to Easily Raise Your Rates, Improve Cash Flow, and Attract More High-Paying Clients”.

Editor’s Note: This free webinar was held Tuesday, January 21, 2014. >>Watch the Video and Download Slides of the Broadcast<<

Video: Secrets & Myths About Price with Kris Murray Continue reading

Print Friendly, PDF & Email

Dealing with Declined Daycare Payments

Parent with Empty PocketsHas the “empty pocket syndrome” ever struck at your child care center, daycare or preschool? It goes something like this: You accept payment from a parent, in good faith, and provide quality care for their children. But later, you discover there wasn’t enough money in their account to cover their check or auto-draft payment, or their credit card ended up being declined.

So, the parent’s pocket was empty and now so is yours. Ouch!

In a perfect world, your child care business would never have to deal with payments gone bad, sometimes known as non-sufficient funds or NSF transactions. But still, there is good news. There are ways to minimize your risk and simplify the process of reversing a payment, when needed. You may even want to charge the parent an extra processing fee and resubmit a request for payment. Continue reading

Print Friendly, PDF & Email

Child Care Tuition Processing in the 21st Century

“Oh, Mrs. Jones, thank you for your payment. Let me just write you out a receipt.” Sound familiar? It’s the age-old way of taking payments for child care or just about any other business. Now be honest. You’ve probably got a manual receipt book tucked in your desk drawer, just like thousands of other child care, daycare and preschool owners.

Video: Tuition Processing in the 21st Century

Does it work? Well sure, if you don’t mind being interrupted as various parents drop off payments throughout the day. That is, assuming they “remember” to pay at all, let alone on time. Some of them may even pay by cash, which could leave you open to finding a bit less money in the till at the end of the week. And, if someone “forgot” to make out a receipt, how would you know for sure – wink, wink?

The hand kept receipt book may have been a fine tool for the 1970’s, 80’s and even the 90’s. But, now that we’re well into the twenty-first century, it’s no longer the most efficient or secure way to accept payments for tuition and other fees at your child care business. What words would best describe the perfect payment processing system for your preschool or child activity center? Ultra-secure? Super convenient? Parent friendly? Easy to use? Those phrases all define Tuition Express, a service provided by the biggest name in child care management, Procare Software. Continue reading

Print Friendly, PDF & Email

Tuition Payment Reminders for Your Daycare Center

The ideal child care billing situation would be one where every parent is aware of a looming tuition payment deadline, and is prepared when that day arrives with a check that covers each day of child care provided, as well as factoring fees for late pickup and similar infractions.  

As nice as this sounds, it is rarely the case. The parents your child care center serves are busy. It is unlikely that they will remember every payment, let alone track hours and accrued fees on their own spreadsheet.

It can be difficult to remind parents of their overdue child care bills. Drop-off and pickup times are always hectic as care providers monitor kids, gather their belongings, and prepare them for the beginning / end of the day, while parents hurry off to work or to get their kids home for the night.

Because this is often the only face-to-face time care providers get with parents, incorporating  daycare attendance software that can also display tuition payment reminders is valuable.

Child Care Payments

Use Check-In Messages as Tuition Payment Reminders

If left unchecked, a family’s balance due can build up over time, making collection of larger balances difficult and time consuming. Using the Attendance Tracker messaging feature of Procare Software®, you can remind parents they need to make a payment if their balance exceeds a certain amount. Because the Attendance Tracker also knows exactly when students were checked in and out, the center can easily charge fees for extra hours and late pickups.

Of course another option, to make sure you are paid on time – every time, is to use Tuition Express™ to collect payments electronically, but we’ll save that for another article.

How Does it Work?

Video: Check-In Message for Balance Due

You’ll simply create a recurring message to appear at the Computer Check-In Station for any parents whose balance is greater than a certain dollar amount, say $50.  This message will only be displayed when their balance exceeds that amount.

To create the message begin at the main screen Procare Family Data:

  1. Go to Functions –> Attendance Tracker –> Messages.  Click New at the bottom.
  2. On the Message screen under Type of Message select the option Current Balance and set the ‘greater than or equal to’ amount to whatever you’d like, say $50.
  3. Choose an End Date far into the future, and mark Show Always – that way the message will appear any time the balance amount is exceeded, until the future date is reached.
  4. In the box below, type the message that you’d like your payers to read, for example:

“Attention! Your payment is past due. Please speak with the office manager to make payment arrangements as soon as possible.”

Final Thoughts

It can be easy for parents to forget about an upcoming payment. While this is understandable, child care providers can’t let it slide. In order to run a successful child care program, there has to be a consistent cash flow on a monthly basis.

An easy way to send child care billing reminders to parents is through your check-in interface. This is beneficial to your center as it ensures consistent cash flow, and to parents as it keeps past due balances from becoming unmanageably high.

Related Articles

Want to learn more about managing child care billing? Check out these related articles:


Print Friendly, PDF & Email
Procare Archives