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Mar 27, 2019 5 min read

Choosing the Best Accounting Software for Your Child Care Center

Procare By: Procare

Incorporating accounting software at your child care center has distinct advantages for both your business and the families you provide care for daily. These advantages include gaining the ability to track family information, improving your bookkeeping, managing tuition payments, and maintaining your cash flow.

Manual methods of financial record keeping can be time-consuming, and they make simple mistakes harder to avoid and easier to miss.

Child care accounting software can keep you from wasting time and offer better organization for owners and operators. The real challenge is finding one that fits your budget, doesn’t limit your growth, and makes accounting less of a burden.

 Questions to Consider When Choosing Accounting Software for Your Center

Choosing the right accounting software for your child care center is easier said than done. If you are sick of wasting hours upon hours looking at spreadsheets, it’s time to go searching for the answer to your accounting woes.

Questions to Consider When Choosing Accounting Software for Your Center

There are several key questions to ask when selecting the right accounting software for your child care center. Here are some of the most important considerations:

Will it eliminate your weaknesses and boost your strengths?

Before you get ahead of yourself with new accounting software, take a step back and decide what you need to improve as well as which parts of your existing process are already efficient. Understanding what is working and what isn’t will narrow down the options. You will be able to find an accounting solution that addresses problems but also boosts your strong points.

Does it include features that will make managing your child care easier?

This is a pretty basic question that requires an equally important answer. Either the child care accounting software will smoothen your process, or it will come with a learning curve that sets you back. The right software for you will be scalable and automated so that it can grow with, and help manage, a developing child care business.

Can it protect your data?

Trusting a software provider with your financial records and the personal information of all of the families in your care requires an assurance that they are capable of protecting it against a security breach. To answer this question, you will need to do your research.

Are there a variety of payment options?

Collecting tuition can be a pain point for child care providers, and the right accounting software for your center will lessen that strain. Digital payment processing can help eliminate the number of outstanding payments while reducing the amount of time wasted on collecting fees and tracking dates of payment. As the world becomes more technology-driven your child care center needs to keep pace and adapt. Offering a variety of payment options is also a feature that parents will appreciate.

Will your customers find it valuable?

Ultimately, any improvements you make to your management strategy should also provide value to your customers, the parents. Young parents heavily rely on their mobile devices to manage their finances, and they will see your child care’s use of accounting software as a valuable feature. Parents are going to notice the added convenience that these tools provide. If an accounting software option isn’t going to include features that appeal directly to your customer base, it shouldn’t fulfill your criteria.

Is it affordable and within your budget?

All of this talk about accounting and finances and we haven’t even touched upon your personal budget. Affordability is critical when you are looking to purchase accounting software for your child care center. If the money saved doesn’t exceed the cost of the software it won’t be worth it in the long run.

Can it help make your business goals more attainable?

If you are reviewing your child care accounting options and find yourself wondering whether one will help push your business forward, it might not be right for your child care center. Ask yourself, will this software place me in a better position to succeed three months, six months, and one year down the road? Will you be taking a step towards achieving your business goals? This is a matter of looking at the big picture. Any accounting software that you invest in needs to push your business along and help you get to where you want to be.

Final Thoughts

Accounting software can take the efficiency of your child care center to new heights. Deciding on the right option relies on what your strengths are, what aspects of your accounting strategy need boosting, and, ultimately, what software will provide the most value to your staff, students, and their parents.

We hope these questions help you identify the best option for your business.

Learn more about the benefits of using child care accounting software, and how it can be a difference-maker for your center.

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Procare provides comprehensive child care management software with the power to help you take control at every point of your business.