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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

Automate Childcare Billing & Email Statements

How long does it take you to record weekly, monthly, hourly and late pick up fees for your child care center, daycare or preschool? If you’re still using a hand kept ledger book it may take the better part of a day. Even if you have moved to a computerized spreadsheet you’re still spending more time than needed. With Daycare Software you’ll simplify the daily management of your child-centered business and streamline the billing process. Tasks that used to take hours (or more) may now be handled in minutes (or less). In fact, you may even print or email statements to all your families at once.

In a previous article we explained how to Set Up Recurring Tuition Fees such as weekly, monthly or hourly rates. In this article we’ll explore using Procare Software® to quickly process all those fees (and email statements) to all families at once.  Continue reading

Stepped Rate Child Care Billing

The following question recently appeared in the ProCare Tech Support “IN” box.

“I am setting up our child care tuition fees, but we do not have weekly rates. Our billing uses a stepped rate charged ahead of time. Here’s our rate schedule:

Infant Rates

  • Up to 3 Hours/Day $21 (level 1)
  • Up to 4 Hours/Day $25 (level 2)
  • Up to 5 Hours/Day $29 (level 3)
  • Up to 6 Hours/Day $33 (level 4)
  • Daily MAX  $35 (level 5)

Please let me know how we can enter this to be billed according to the days they are scheduled in advance.”

You can absolutely do this kind of stepped rate billing in ProCare. In fact, one of our standard billing formulas fits this case perfectly.

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