Daycare invoice template

Parents trust you to take care of their children – it’s a huge responsibility, so you don’t have time to waste on administrative tasks, like invoicing. Get paid properly and promptly for your hard work and child care expertise by using one of our easy-to-use, fully customizable invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Now get back to nap time without worrying about invoices!

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Choose the best invoice template for your daycare business


From infants to pre-kindergarten kids – no matter what the ages, you provide great daycare services! Download, customize, and send this invoice to all your customers. It can be modified to include special arrangements and services.

In-home care

Whether you take care of kids during the day, or run an after-school service – you keep all the children in your care safe and happy. Download this free invoice template to keep your in-home daycare business running smoothly.


Your outstanding babysitting services could include anything from preparing meals, to picking up little Samantha from soccer practice. Get compensated quickly and accurately for your babysitting services by using this fully customizable invoice template.


If you top Mary Poppins in the nanny department – use this flexible invoice template to outline all you do for the children under your care. You’ve worked hard to earn their trust, so make sure you are paid properly for your child care expertise.

Summer camp

You know how to teach kids how to pitch a tent and have fun out in the wilderness. You don’t need to be an expert at invoicing too! Simply add lines to this flexible template to list all the charges for your activity-filled summer camp.

Alternatives to using daycare invoice templates

Make your daycare business a success by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and powerful accounting.

Start sending free invoices today

Why daycares should send professional invoices

Illustration of invoice being sent

You provide an essential service for working parents, and you deserve to be paid properly and promptly. You give individual attention to each child in your care, so that means you need a flexible invoice that has room to include all the details, such food allergies, and pick-up arrangements.

Your invoice also needs to be clear and well organized so your daycare customers know exactly what they are paying for.

On top of that, an attractive, professional-looking invoice reflects on your reliability and expertise – and instills confidence and trust in your daycare’s reputation.

How to fill out your daycare invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

  1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
  2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
  3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
  4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice,  the invoice number could be 001-001.
  5. Dates: Include the date when your invoice has been issued and the date when payment is due.
  6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
  7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
  8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
  9. Total: Outline the total amount due from the customer, after tax.
  10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for daycares?

You love children and making sure they’re safe and happy, that means you deserve to be paid for making sure they are learning and having fun! Your invoice needs to adequately capture all you do for the children in your care.

Start sending free invoices today
  • Look through our beautiful array of specially designed daycare invoice templates in different colors and styles, and pick the one that you like best for your daycare
  • Download the invoice template in your preferred format – Word, Excel, PDF, Google Docs, or Google Sheets. It’s easy, and it’s FREE!
  • Add in your daycare business name and all your current contact information, including any required licensing information. Also add any special certifications or early childhood education qualifications you have
  • Insert your daycare logo, website address, and any promotional images you use to highlight your brand
  • Insert your client’s name and address, and the name and age of their child
  • Add on a unique invoice number
  • Insert the invoice date and the payment due date
  • Include a detailed list of your daycare services, along with descriptions, and your hourly, weekly, or flat fee
  • If you include any other services, such as supplying lunch and snacks, add lines to include all the details and fees. The template can be easily customized for special requirements for each child
  • If you are including a discount, add a line highlighting the discount so your customer knows they are receiving a special price
  • Calculate the total price, including all applicable taxes, and enter the total
  • Include your payment terms, including the payment methods you accept
  • You are an important part of their child’s life, so add a few lines for a personal note to the customer about how much you enjoy taking care of little Timmy, and if appropriate, mention any significant milestones in the child’s development
  • Save a copy – and give it to your customer

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When is the right time to send an invoice to your daycare customers?

If you provide only occasional daycare or babysitting services, you can invoice when the session is over. But if you provide regular daycare or nannying services, send your invoices bi-weekly or monthly so you keep the business revenue coming in.

Whatever payment time period you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.

Illustration of hourglass timer

Quick invoicing tips for daycares

Include your professional recommendations

Add a few lines to describe any services you provide that you think your daycare customers would be interested in, such as babysitting, or summer camp. You can also include links to interesting early childhood articles and blogs to share your expertise.

Include a payment due date

A payment due date can help you get paid promptly for your services. It also reinforces your professionalism.

Keep a record with numbered invoices

This will help you keep track of how much money is coming in, and shows your customers you have an organized system in place.

Accept a variety of payment methods

If you can, include a variety of payment options so your customers can pay quickly and conveniently. E-Transfers, debit cards, direct bank deposits, and other online methods of payment can be accessed instantly on their smartphones.

Free Invoice Template vs. Wave Invoicing Software

Free Invoice Template
Send unlimited invoices and see when clients open them
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Invoice anytime & accept payments online
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Send automated late payment reminders
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Know customers automatically get a receipt when they pay
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Track sales and sales tax for accounting
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Add business partners or accountants as collaborators
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Connect your bank account easily
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Access accountant-approved reporting for year-end
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