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Why daycares should send professional invoices
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.
- 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
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.
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.