Daycare Bookkeeping

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. 

Ready to get started?

Discover how Procare has helped hundreds of thousands of early childhood professionals streamline child care management.

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

See Our Daycare Bookkeeping Capabilities in Action

Which Solution is Perfect for You?

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