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FAQs About Preparing Year-End Daycare Invoices (And the Answers)

As the end of the year approaches, child care providers have a lot on their minds, including managing enrollment, schedules, and budgeting for the coming year. However, in addition to making these preparations, caregivers are also likely working on distributing daycare invoices for each family they served throughout the year.

Preparing these invoices can be a daunting task, as providers sift through a year’s worth of data and bills to provide an accurate list of each family’s yearly expenses. As they prepare these year-end receipts, child care providers should also be aware of several tax forms that will be required to track their finances.

Addressing FAQs About Year-End Daycare Invoices

To this end, Procare has compiled this list of frequently asked questions surrounding year-end daycare invoices to help providers navigate this complicated process.

child care management

Are Daycare Invoices Required?

While child care providers give this information on a weekly or monthly basis as they are paid, they are not required to provide a year-end receipt to parents.

Though year-end receipts are not required, it is still prudent and professional to prepare and distribute invoices for parents.  

What Are the Benefits of Daycare Invoices?

While time consuming, creating these invoices will provide a host of benefits down the road.

First, it is courteous to provide this record to parents, as many of the families your center serves may qualify for tax credits in accordance with the 2441 form from the IRS. As parents seek to take advantage of this credit, care providers should be prepared to give them a comprehensive list of services in a timely manner.

Additionally, preparing the year-end receipt will help to ensure that you and the family are on the same page with how much they owe and have been charged. This will be valuable in the event of an audit, allowing your center to clearly demonstrate exactly how much you made, and that your records match how much each family says they paid you.

What Should Be Included in a Daycare Invoice?

Daycare Invoice

When building out your year-end invoice, you will want to include your name and contact information, as well as the name and contact information of the specific family.

You will then want to include a line that describes what each expense accrued by the child was for, as well as the price. This might include:

  • Child care tuition
  • Meals
  • Special equipment
  • Transportation fees
  • Late pickup fees

Once all of these charges are accounted for, you will want to include when the parent paid, and how they paid. For example, did they pay by cash or card, etc.? This will make it easy for parents to confirm each charge by consulting payment confirmation emails, or their checkbooks.

Gathering all of this information can be time consuming. It might take some time to locate each monthly receipt. Providers that use Procare’s child care management software can easily print or email year-end statements to parents based on the data stored in the Family Data and Family Accounting modules.

Who Should Receive an Invoice?

The family of each child you cared for throughout the year should receive an invoice. It can be easy to overlook children that only attended a few times, or who left in the middle of the year; however, accounting for this revenue is equally as important to your financial records.

With Procare, providers can send invoices to families with currently enrolled children, as well as those who had children attend at some point during the year.

Extra Year-End Forms to Be Aware Of

Child care tax forms

In addition to the statements providers send out, there are also some common tax forms associated with year-end that daycare owners should be aware of.

  • 2441 Form: Again, this is the form parents must fill out in order to receive child care credits and deductions.
  • W10: Parents are required to have this form filled out by caregivers in order to be considered for child care tax deductions. Providers are required to fill out this form if requested by a parent, and must provide their Employer Identification Number (EIN). The W10 form is accessible within Procare Software. 

Final Thoughts

With the end of the year approaching, we hope these answers and tips help child care providers to create organized daycare invoices in an efficient way.

Learn more about how Procare helps providers track invoices and billing here.

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Summer is here—there’s no better time!

How much time will you save in your child care center?

lemonadeProcare Software® helps child care professionals across the country save 40+ hours per month of administrative duties they were doing manually. With quicker access to information, point-and-click reporting and built-in processing, Procare helps you easily manage your center and analyze important staff and child information in seconds—giving you the time to develop your business and focus on the children.  

Features include:

  • Succinct tracking of enrollment and schedules
  • Immunization updates
  • Quickly post child tuition fees
  • Automatically collect tuition payments
  • Print/email statements and balance notifications
  • Communicate with parents and employees via messages at check-in, email or text blasts
  • Maintain logs for incident reports and milestones
  • Deposit reports and end-of-year tax statements
  • Roll call and sign in/out sheets, birthday reports, waiting lists, classroom ratios
  • Automated check-in for parents and employees
  • Accurate time card records and calculations
  • Let parents pay at check-in or online
  • And so much more!

The new school year is coming!

With the new school year coming up soon, now is the best opportunity to get going with your new system.. Financing is available to work easily within your budget. Please contact Procare at 800-338-3884 or visit us online.

The Child Care Management Checklist

Being a child care director is both a challenging and exceptionally rewarding job. The nuances of combining physical care and education in a nurturing environment requires a special person, because there is so much to do.

More than providing high quality care for each child, building curriculum and working together with parents to ensure development, you are also running a business. This means taking care of time consuming administrative tasks to ensure the continued success of your center, such as collecting tuition, calculating payroll, managing supplies, and more.

Of course, there are also state licensing requirements that must be addressed to ensure your child care business complies with legal standards. These include attendance and meal tracking, monitoring employee training and certifications, and assuring that proper teacher-student ratios are met.    

Child Care Management Checklist

child care management checklist

Here we have created a mini-checklist to guide you through the many management tasks in your center, as well as solutions to help streamline the process.

Receive Payments

While receiving just one payment might seem like a small thing, accepting the check, writing a receipt and recording it in a ledger or spreadsheet can be a 5 minute task. Easy, right? If you have 60 families and you’re handing payments this way twice a month, you could be spending up to 10 hours on managing payments alone. That is once you have tracked each payment down. Parents are busy and can often forget when their next payment is due, leaving child care providers to track them down at check-in time or the end of the day.

Procare’s Tuition Express® gives you easy options to process all payments at once or let parents pay at check-in and online. Since it’s fully integrated with Procare, each payment is automatically posted to the the family’s ledger.

Maintain Room Ratios

Juggling teachers, aides and children between rooms is an all-day, everyday chore. If one teacher goes on a break, you could go over your limit. In addition to licensing requirements for each age group that dictate a certain number of staff members must be present per child, ratios can also affect your finances. Having too many teachers staffed on a day when there are fewer students means you are spending money unnecessarily. That is why an accurate view of how many children are in your care on a daily basis is necessary.

Procare’s dashboard offers you at-a-glance classroom counts and shows any that may be understaffed.

Track Meals

You know the drill—climbing a mountain of paperwork each month to compile your meal reports. If you’re participating in the CACFP and you’re not using Procare’s Meal Tracker to handle meal counts and help with reporting, you’re working too hard.

Laugh at Your Bottom Line

Weekly and monthly financial tracking by itself, is a full-time job. If you don’t have a bookkeeper on staff, you know that tracking, reporting, and reconciling takes time. Procare’s Expenses and Ledger module handles these tasks and more… tracking expenses, generating overall financial reports, and helping you manage your budget all year long.

Final Thoughts

Child care management is a dynamic job that requires interpersonal skills as well as business acumen. With this checklist, child care professionals can ensure they are maintaining their business, while saving time. 

Learn how Procare helps child care providers complete administrative tasks everyday.

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New Year Procedures for Child Care Business

Child Celebrating New Year's DayHow did you celebrate the start of the year? Perhaps you had colorful noisemakers and party hats to mark the occasion.

But now that the calendar has made its annual transition from December into January, it’s time to be thinking of new year tasks for your child care business.

To help answer your typical end-of-year and new year questions, we’re offering a free webinar called “Start the Year Right with Procare”. If you’re currently using Procare Software and have accounting information entered for the last year, you’ll want to attend this session which is offered multiple times throughout January.

We’ll cover Family Accounting tasks, like end-of-year statements for parents, as well as holiday hours and W2s for employees, overall financial reports, and setting beginning balances for the new year.

For details see our previous Article on How to Start the Year or Sign Up for the Start the Year Webinar.

Best wishes for a successful and happy new year, and until next time, cheers!

-Phil

P.S. You may also like to Follow Me on Twitter.

If you have questions or comments about this article (or suggestions for another article) I’d be pleased to hear from you. Drop me a note at phil@procaresoftware.com.

Copyright © 2013 Procare Software ® – All Rights Reserved

Apples & Oranges in Daycare Accounting

Have you ever tried to compare two child care accounting reports and been puzzled why the numbers don’t always match up? Long time readers may recall the article Apples, Oranges and Accounts Receivable, which had a similar theme.

For today’s take on comparing apples to oranges, we’re pleased to welcome guest blogger, Steve Suarez, from the Technical Support team at Procare Software®.

Deposit Reports and the Charge Credit Summary

Many people try to tie their Deposit Reports to their Charge Credit Summary reports as a check to see that all funds have been deposited correctly.

Although it’s possible the payment totals could match up on these two reports, often they do not. That’s not an indication that anything is wrong, it’s just that apples (Deposit Reports) don’t necessarily look like oranges (Charge Credit Summaries). Continue reading

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