Daycare Bookkeeping & Family Accounting for Child Care

Child Care Accounting for Centers, Programs & Families

Bookkeeping has never been easier with Procare’s comprehensive suite of accounting software tools that help you track and manage family balances, agency payments, and your center’s income and expenses.

Why Use Software for Daycare Bookkeeping & Family Accounting?

Automate child care billing

Automate child care billing to record tuition charges, supply and activity fees, sibling discounts, and co-payments and family discounts in seconds. You can also manage hourly billing, overtime and late pickup fees with ease. Quickly record late payment fees and print notices for all past due accounts. Split fees for divorced parents and separate family co-payments from government agency totals.

Stay up to date on each family’s balance

Track each family’s balance including their history of registration fees, tuition charges, family discounts and daycare payments received.

Keep track of agency payments for subsidized child care

Manage payments from agencies like DHS, DFACS, DCFS, Head Start and similar programs for subsidized child care programs. You’ll know how much is owed from each family and agency, and can easily monitor outstanding balances from prior months.

Simplify paying bills and tracking expenses

Get a full understanding of your company finances and make profitable business decisions based on revenue flow. Maintain a record of your vendors, payment terms and standard expense categories like classroom supplies, maintenance, utilities and rent. Then establish a budget, enter beginning balances, select a fiscal year and reconcile your checkbook. You can even make journal entries for expenses like bank fees or track credit card purchases.

Create reports for all of your accounting needs

Pull reports with a few clicks of your mouse to help you make informed business decisions. Easily compile monthly and year-end tax statements, total revenue and income reports, balance sheets, customer statements and more, giving you a full picture of the health of your child care business.

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Access a Broad Range of Bookkeeping and Accounting Capabilities

Child Care Billing & Family Accounting Features

Process Recurring Tuition Fees
Link Fees to Child’s Schedule
Billing for Divorced & Subsidized Families
Financial History for Each Family Account
Record Fees as a Batch to Specific Groups
Post Late Fees as a Percentage or Fixed Amount
Track Deposits for Summer, Fall, etc.
Print Receipts Automatically
Complete Audit Trail / Change Log

Accounting and Child Care Business Reports

Family Account Balance
Account Activity Reports
Customer Statements and Receipts
Aging Reports / Accounts Receivable
Total Revenue and Income Reports
Bank Deposit Report
Monthly and Year-End Tax Statements
Receivable Journal Summary
Income Statement (Profit and Loss)
Balance Sheet
Trial Balance
Budget Variance Report
General Journal – Summary and Detail
Checkbook Register Summary

Download Report Examples

Agency Payments Features

Track Agency Fees Separate from Family Co-pays
Apply Agency Payments to Specific Fees for Each Child
Monitor Past Due Balances
Print Agency Balance and Aging Reports
Write off Unpaid Fees or Transfer to Parent
Track Child Contract by Agency
Store Agency Documents in Electronic Format for Each Family

Expenses and Ledger Features

Consolidated Financial Reporting
Flexible Chart of Accounts
Cash or Accrual Basis Accounting
Budgeting for Revenue and Expenses
Easy Month- & Year-End Closing
Checkbook Reconciliation

Hear What Our Customers Are Saying About Our Bookkeeping Capabilities

“It’s easy for all of us, although there are many options it is quick and everyone caught on easily. It’s been awesome having the accounting pretty much done for me because all the numbers are right there!” – Julie, Director

“Procare has been a great benefit to me as an Administrator of a Small Business. Record keeping is awesome. It is user friendly to the parents and my staff.” – Toni, Executive Director

“Procare is very easy to use and has many functions that assist in the overall operations of the child care program that I own and manage. It makes record-keeping very easy and less time consuming allowing us to devote more of our time to the children and our staff.” – Tami, Director