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childcare billing

Set Up Childcare Tuition Fees

How does your early childhood center charge tuition fees? Some childcare, daycare and preschool programs charge a fixed weekly or monthly rate. Others charge tuition based on the number of hours or days a child is scheduled. Your Daycare Software should be flexible enough to accommodate the unique billing needs of your child-centered business.

In this article we’ll explore how Procare Software® can handle childcare tuition as a fixed fee (like weekly or monthly) – which may be tied to a calendar schedule – and how more complex calculations like hourly, daily, or half/full day can be based on hours scheduled or a child’s actual attendance. We’ll outline the basic setup here, then see the article on how the Billing Process is Automated to do in minutes what would otherwise take hours. Continue reading

Schedule Child Care Fees by Date

statementIf you work in early childhood education running a childcare center, daycare or preschool you’re certain to be familiar with weekly and monthly tuition fees charged to families and subsidizing agencies. In fact you may even use Procare Software to help with daily child care management tasks, especially when it comes to charging recurring child care fees.

With Procare, Child Care Billing may be automated by setting up regular billing cycles like “Weekly” and “Monthly” to easily process tuition charges for all families at once. This is a great time saver, but of course sometimes fees change based on the calendar. You may charge one amount during the school year and another for summer. Or, the rates may change when a child reaches a certain age and moves to a new classroom. Wouldn’t it be great if that weekly amount could be tied to particular dates on the calendar – allowing the amount to change automatically based on the dates entered? 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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