Daycare invoice template word

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How to Create a Daycare Invoice

Generating a professional-looking invoice for your babysitting, nanny, child care or preschool teaching services is fast and efficient with the free daycare invoice template.

You can choose from a range of different daycare receipt templates in order to find the right one for your business. Whether you’re doing regular work at a daycare, or contracted hourly rates, you are sure to find the right one for you from our gallery of options.

Finding the right template to suit your needs saves you time and hassle in the long run. That way, you can get back to doing the job you love without worrying about missed payments or basic invoice errors. Your clients will love your professionalism and consistency the same way they love the way you care for the children under your charge.

Follow these simple instructions to create a professional invoice to support your business. Just download our free template and customize for your needs.

  1. Download the free “Daycare Invoice Template” from FreshBooks
  2. Add your business branding, including logo, colors and font
  3. Add your name, your business name (if applicable) and contact details to the top of the invoice
  4. Outline child care services provided plus a description and price for each
  5. Add the family’s name and contact details
  6. Add up the total of services provided and include in the “Total” section of the invoice
  7. Specify accepted payment methods
  8. Describe privacy policy, refund policy or any other policies in the “Notes” field
  9. Save

The blank fields on the daycare invoice form allow you to take our template and make it your own. Provide your families with an easy-to-understand breakdown of services provided without overcomplicating things.

Use the babysitting invoice sample over and over to bill families for all your childcare services. Even if you’re just a solo in-home daycare provider, you can have a professional invoice that includes all the information your families need to get paid quickly and in the right way.

Having clearly set out sections for your billing information ensures there are no hold-ups with your payments. You’ve put in the hard work, so make sure that you get paid on time, every time.

With FreshBooks, we have your back. That’s why we offer unlimited childcare invoices so you can keep doing the job you love without worrying about your payments. With award-winning customer service and easy to use software, you’ll be able to get paid fairly and accurately, the way you deserve.

It’s the fastest, easiest way to invoice, with no hidden fees or convoluted operating systems.

Babysitters, nannies and child care centers in North America, the UK and beyond use our free online childcare invoice to keep their businesses running efficiently.


FREE 7+ Daycare Invoice Templates in MS Word | PDF

Parents who go to work during the day have nowhere to leave their children, especially toddlers, who rely on their parents to care for them. Day care centers have been successful in providing security and comfort to children in behalf of their parents. A payment invoice samples enables businesses to collect payments for these services.

Daycare Invoice Template


File Format

  • Google Docs
  • Google Sheets
  • MS Excel
  • MS Word
  • Numbers
  • Pages

Size: US, A4


Baby Sitting Invoice Template


File Format

  • Google Docs
  • Google Sheets
  • MS Excel
  • MS Word
  • Numbers
  • Pages

Size: US, A4


If you are looking for sample day care invoice or billing invoice, look no further because the samples and templates available on this page will help you with that. Use them as reference and as guide when writing one. Click on the link to download our samples available in word and PDF format.

Daycare Monthly Invoice

Home Daycare Invoice

Daycare Payment Invoice

Why Is a Daycare Invoice Important?

A daycare center refers to a business that offers care services for children whose parents are unable to care for them. Parents who are unable to care for their children typically send them to a daycare or child care for security. A daycare provides the children with their needs for the whole duration of their stay in the daycare. For businesses who run a daycare, a daycare invoice is important. This allows them to send a bill to the children’s parents to request for a payment for the services they have rendered. An Invoice Format will be useful in a daycare business.

How to Generate a Daycare Invoice

It is important to know the steps as well as the elements in making a daycare invoice. Here are the steps needed to be done to write a daycare invoice. For professional photographers, our Photography Invoices will be useful to you.

  • Download a template, which is available on this page.
  • Label your document with a “Daycare Invoice” to be clear what type of invoice you are making.
  • Write the name of your business, the logo, contact numbers, address, and other relevant information.
  • Write a detailed summary of the services rendered including the total amount the client needs to pay.

Sample Daycare Invoice

Daycare Billing Invoice

Daycare Service Invoice

Tips in Writing a Daycare Invoice

Written Invoices are important, especially in a daycare business. Clients will appreciate an invoice, which is important in building a relationship with your clients. This will give you a good impression that can benefit your business, specifically getting more clients. Writing a well-made daycare invoice will prevent conflicts with your clients. It is important to follow these tips when creating one. We have a selection of Free Invoice available on this page.

  • Always remember to talk to your clients regarding the inclusions in your package. Since daycare services typically handle children for the entire day, it is important to clarify with your clients the inclusions for a certain package or if they have to pay separately for food, drinks, etc.
  • Clients need to understand your accepted payment methods as well as your payment terms. This is to ensure that any misunderstanding can be prevented and that your client will pay on time.
  • You should be able to calculate the services being offered and how much it costs to operate a daycare to charge the right amount from your clients.
  • Prevent from overcharging your clients. This is to ensure that your clients stay loyal to your business.
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Daycare (Child Care) Invoice Template

Download the daycare invoice template to formally request payments for child care services. This invoice lets a business or individual bill for care, much like babysitting, although daycare usually includes the feeding and exercising of the child. Use it for a small home-based daycare business or for a larger center to help ensure timely payments are received.

How to Make in Adobe PDF and Microsoft Word

Step 1 – Download in Adobe PDF (.pdf) and Microsoft Word (.doc).

Step 2 – Enter the invoice number and date of invoice at the top right.

Step 3 – Write your company’s name and contact information at the top left, and include your email and fax numbers. Then enter the contact information for the customer you are billing to the right. In the right column, enter the contact information for the venue where the daycare was provided if it’s different from your company’s information.

Step 4 – Enter the name and age of the child the invoice covers, the approximate time they arrived and left each day, and the number of days spent at your daycare, followed by any payment terms and the due date of payment.

Step 5 – In the main table, write a separate entry for each type of service. If only general daycare was provided at a flat rate, you’ll just use one entry. If any special meals or activities were provided and add to costs, enter these on separate rows. Enter the date range for any service, the hourly cost (or for an item, the price of each) in the Price column, and then multiply to find the total cost for each row.

Step 6 – Add each figure in the Line Total column, include any discounts or taxes, and enter the grand total at the bottom. Indicate whom to make checks payable to at the bottom left.

How to Make in Microsoft Excel (.xls)

Step 1 – Download in Microsoft Excel (.xls).

Step 2 – Write your company’s name and any slogan you use at the top in the heading. Enter your company’s contact information below this, write the invoice number and invoice date to the right, and where it says FOR, write a general description of the services provided. Below your contact info, enter the customer’s contact information.

Step 3 – In the table, you can enter services for multiple children if the same person is paying their bill, or you can enter repeated entries for the same child for daycare provided on numerous occasions. Include the times the child arrived and left, number of hours, hourly rate, and then multiply to figure each amount.

Step 4 – Add each figure in the amount column to reach the grand total, and include any payment instructions necessary.

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Receipt Provider s Information Date Name Address Telephone Number Parent s Information Name of Provider Payment Terms Submitted Upon Service Child Care Qty Check Description Family Team Building event as follows of hours Unit Price Line Total 5. 00 per child per Total cost of child care hour Subtotal Total Provider Signature Private care provider must sign for a reimbursement to be accepted Parent Signature Parent must sign for a reimbursement to be accepted.

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Who needs a Childcare receipt form?

The form is used by the Childcare provider to send to the child’s parents a receipt for services

What is the purpose of the Childcare receipt form?

The form provides the information about the childcare provider, parents, amount of the hours the child has spent with the provider, and the total cost of the services.

What documents must accompany the Childcare receipt form?

There is no need to attach other documents to this form.

How long does it take to fill the Childcare receipt form out?

The estimated time for completing the form is 10 minutes. The receipt is sent to the parents at the end of a certain period (week or month).

What information should be provided in the Childcare receipt form?

The child care provider must add the following information:

  • Name, address and telephone number of the provider

  • Name, address and phone number of the parent

  • Amount of childcare hours

  • Description of the events

  • Price for one hour

  • Total cost of the child care

The parent and the childcare provider must as well sign the form.

What do I do with the form after its completion?

The completed Childcare receipt is sent to the parents for signing and paying. The child care provider also has to save one copy for personal records.

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Template daycare word invoice

5+ Daycare Invoice Templates

Whether you take care of one or more children, you need a reliable, formal document known as an invoice, to bill families for all the important services provided to them on a daily basis. A daycare invoice template is a written, formal business document to be prepared by the day care center, which establishes a binding contract on the family to pay the center for the services rendered. Let’s tell you how to create your own daycare business invoice using five simple steps. Also, we have collected some of the best job invoice templates for you to take inspiration from and to emulate.

106+ FREE INVOICE Templates - Download Now Adobe PDF, Microsoft Word (DOC), Microsoft Excel (XLS), Adobe Photoshop (PSD), Google Docs, Adobe InDesign (INDD & IDML), Apple (MAC) Pages, Google Sheets (Spreadsheets), Microsoft Publisher, Apple (MAC) Numbers, Adobe Illustrator (AI)

Steps to Create a Daycare Invoice Template

Step 1: Make the First Impression With the Design

An Invoice at the onset should make its purpose clear to the client. Attractive headings and layout should be used. The invoice design should match your daycare’s brand. If you have a business logo, make use of it to make the invoice look more professional. Go for a design which is very clear in its content and easy to understand. The first look of the invoice should be such that the client is impressed by the professionalism and feels that his/her child is in safe custody and the daycare will be able to handle his/her child with care.

Step 2: Use a Standard Business Font

A daycare invoice should have a very professional look to it. Standard business fonts should be used to create a professional look. The fonts used should be legible and specify the type of services provided by the daycare in a clear manner which is easily understood by the client.

Step 3: Billing Details Have to be Accurate

The invoice should clearly mention the invoice number, invoice date, types of services rendered, price of each service, hourly billing if any, total cost and accepted modes of payment. Billing details have to be accurate, as these can make or break a deal with the client. Extra care should be taken when preparing the billing details. Track of each family’s account with respect to services rendered and payments due and made should be kept.

Step 4: Terms and Conditions of Payment

The invoice fine print, i.e., the terms and conditions of payment should be properly listed. The client should be fully aware of the services rendered, service cost, due date, payment mode and penalties for delay. This can be achieved by having a clear set of terms and conditions on your daycare template. For instance, what happens when a child causes damage to the property of the daycare facility? This and similar questions should be answered by your terms and conditions.

Step 5: Company Details Should be Properly Highlighted

The daycare invoice should firstly specify the type of daycare invoice generated. For example, daycare center invoice, babysitting invoice etc. Your company’s name, address and contact number and the family’s name and address should be clearly mentioned. Other particulars like the caretaker name, signatures of the provider also can be provided. The family taking the daycare service needs to have your complete business particulars for making a speedy payment.

4+ Daycare Invoice Templates

Daycare Invoice Template

  • Google Docs
  • Google Sheets
  • MS Excel
  • MS Word
  • Numbers
  • Pages

Size: US, A4


Baby Sitting Invoice Template

  • Google Docs
  • Google Sheets
  • MS Excel
  • MS Word
  • Numbers
  • Pages

Size: US, A4


Hourly Childcare Invoice Template

The daycare receipt template is in PDF format and easily downloadable. It is available in blue and white shade. It contains the provider’s details, parent’s details, types of service provided on an hourly basis, the price per service on an hourly basis and the total cost. The template uses standard business fonts and is best suited for all type of daycare centers.

Monthly Childcare Invoice Template

This PDF invoice template is a monthly billing invoice for a childcare provider which can be easily downloadable. It is a very elaborate invoice with details of services clearly mentioned. It has details like provider’s details, parent’s details, childcare hourly rate, additional services, hours attended during the month billed, payment terms, total payment due and mode of payment. The parent is surely going to be impressed with this self-descriptive invoice. The Learning Tree Nursery daycare invoice template is pretty much all you need to bill clients of your daycare business.

Daycare Service Invoice Template

This Pdf is having a very professional look to it. It gives all the details in a very elaborate manner. The service provided is billed on a monthly basis. Other than the standard billing details, it has details of the person providing the service, any specialist attached to the daycare, signatures of the caretaker and provider. The client is going to be bowled over by the detailed nature of this invoice template. It shows that the daycare has taken a deep interest in the welfare of the child and it will surely succeed in getting more clients. The ‘sample’ watermark on the template may be removed using a watermark remover, or you may simply take inspiration from this and create your own template.

Itemized Daycare Invoice Template

This sample invoice template exported from “.xlsx” format offers an itemized and detailed form for your daycare services. It contains the daycare business details and logo in bold, client billing details. The details of services to be billed on an hourly basis, the name of the nanny, due date of payment, terms and conditions, total cost and mode of payment. It has a very business attitude to it. The client will like a totally professional look.

In order to get paid promptly, it becomes very necessary that there is a proper document to note down the dealings between the daycare provider and the parent of the child. If you are providing daycare services as a one-time service, then submit the invoice to the parent as soon as that engagement ends. If it’s an ongoing service provided, then the invoice can be submitted on a monthly basis. The template discussed in this guide will help you with your daycare invoice template needs.

How to Create an Invoice in Word - Microsoft Word Tutorials

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