Powerful Software to Control Every Aspect of Your Organization
Procare’s desktop solution provides comprehensive child care management software with the power to help you manage every aspect of your center, enrich classroom and parent interactions, and automate the payment process. No matter the complexity of your billing and back-office tasks, Procare can be customized to meet every need. We even make it easy to connect to other specialty systems such as payroll to make Procare the one-stop hub for everything you need to successfully run your center.
Software Features
Family & Child Records
Manage Family and Child Information
Simplify child care administration by allowing quick access to parent and child records. Quickly look up parent and child information, handle daycare scheduling, track immunization history, run classroom reports and track bus run assignments. Easily create, print and email letters, forms and permission slips with Procare’s child care management software.
Recordkeeping Features
- Parent & Child Information Tracking
- Emergency Contacts & Authorized Pickup Information
- Enrollment Tracking: Enrolled, Waiting List, etc.
- Daycare Scheduling: True Calendar-Based Schedules
- Vacation & Absence Tracking
- Class Size and Child-Staff Ratios
- Import Photos of Children, Parents & Authorized Pickups
- Immunization Tracking & Alerts
- Electronic Document Storage for Families & Children
- Log Notes for Families & Children
- Word Processing, Letter Merge & Email
- Multiple Users – Access Records Simultaneously
- Integrated Texting – Seamlessly Send Messages to Parents
Forms & Reports
- Family & Child Information
- Photo Name Badges
- Roll Call Sheets, Sign-In & Sign-Out Sheets
- Classroom Directories
- Address & File Labels
- FTE & Classroom Enrollment Reports
- Birthday Lists & Child Age Reports
- Immunizations Due
- Bus Run / Transportation Lists
- Child Enrollment Reporting: Enrolled, Wait List, Withdrawn
Track Child Care Attendance & Print Time Sheets
With Procare’s time and student attendance tracking software, you’ll have child attendance and timesheet information available when you need it. Allow parents and authorized pickup people to check in using contactless QR codes and GPS technology*, at a computer check-in station or Procare Touch Computer. Simplify communication with families at your child care center by sending messages and allowing access to view schedules, child immunizations and account balances.
Learn More About Attendance Tracking
*Available to Procare Desktop customers through fully integrated Procare Parent Engagement
Time & Attendance Features
Time tracking accuracy at your center dramatically improves with automatic calculation of hours for child tuition, overtime and late pick up fees.
- Parent & Child Information Tracking
- Emergency Contacts & Authorized Pickup Information
- Enrollment Tracking: Enrolled, Waiting List, etc.
- Daycare Scheduling: True Calendar-Based Schedules
- Vacation & Absence Tracking
- Class Size and Child-Staff Ratios
- Import Photos of Children, Parents & Authorized Pickups
- Immunization Tracking & Alerts
- Electronic Document Storage for Families & Children
- Log Notes for Families & Children
- Word Processing, Letter Merge & Email
- Multiple Users – Access Records Simultaneously
- Integrated Texting – Seamlessly Send Messages to Parents
Child Care Attendance Reports
Print time sheets and other standard child care attendance reports or create your own with the built-in Data Viewer.
- Family & Child Information
- Photo Name Badges
- Roll Call Sheets, Sign-In & Sign-Out Sheets
- Classroom Directories
- Address & File Labels
- FTE & Classroom Enrollment Reports
- Birthday Lists & Child Age Reports
- Immunizations Due
- Bus Run / Transportation Lists
- Child Enrollment Reporting: Enrolled, Wait List, Withdrawn
Meal Tracking & Food Program Management
Procare’s desktop solution keeps track of meals served for breakfast, lunch, dinner and snacks at your child care center. Record meal counts based on child schedules or actual attendance with details like free, reduced and paid status. See meals claimed for reimbursement separate from non-eligible meals. Print classroom meal rosters, menus and meal count reports based on age group.
Procare provides food program information for daycare centers participating in the USDA Child and Adult Care Food Program (CACFP).
Meal Tracking Features
- Parent & Child Information Record Daily Meal Counts
- Track Family Eligibility Status
- Use the Menu Planning Calendar
- Save & Load Menu Templates
Food Program Reports
- Weekly & Monthly Menus
- Meal Roll Call Sheets
- Age Group Meal Counts
- Detailed Record of Meals Served & Claimed
- Monthly Reimbursement Calculation
Curriculum & Activity Planning
Quickly create and manage a series of child care activities, classes, camps or programs and efficiently assign them to children either individually or through a batch assignment screen. Activity fees can even be set to automatically charge the family at the same time.
Procare Activity Management is perfect for classes with prerequisites where children demonstrate advancing skill levels, like swimming, soccer, karate and dance. It’s also a great tool for managing after school enrichment programs, as well as day camps and summer camp sessions.
- Day Camps & Summer Camps
- Swimming, Soccer, Karate, Gymnastics, Dance Studios
- After School Programs
- Child Activity Centers
Learn More About Our Alignment with State Standards and Montessori Standards
Activity Management Features
- Define Activity Categories and Locations
- Schedule Unlimited Sessions
- Set Class Limits
- Handle Prerequisites
- Assign Instructors
- Charge Activity Fees
Child Activity Reports
- Activities Catalog
- Activity Roll Call Sheets
- Activity Sign-Up Sheets
- Child Activity Lists
Center Financial Accounting
Family Accounting
Track each family’s balance including their history of registration fees, tuition charges, family discounts and payments received. Easily handle bookkeeping tasks like printing tax statements and parent receipts. Quickly record payments yourself using the Batch Payment feature and automate your payment collection.
Automated child care billing in Procare records child care and daycare tuition charges, supply and activity fees, 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.
Child Care Billing 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 Reports for Your Child Care Center
- Family Account Balance
- Account Activity Reports
- Customer Statements and Receipts
- Aging Reports / Accounts Receivable
- Total Revenue and Income Reports
- Bank Deposit Reports
- Year-End Tax Statements
- Receivable Journal Summary
Download Report Examples
Agency Accounting
Manage payments from agencies like DHS, DFACS, DCFS, Head Start and similar programs for subsidized child care, daycare and preschool programs. You’ll know how much is owed from each family and agency, and easily monitor outstanding balances from prior months.
Agency Payment Tracking 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
Comprehensive Financial Management
Simplify paying bills and tracking expenses as well as handling budgeting and overall financial reporting for the business side of your daycare center, child care center, preschool or similar child-centered business. Get a full understanding of 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.
Learn more about Daycare Bookkeeping & Family Accounting
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
Child Care Business Reports
- Income Statement (Profit and Loss)
- Balance Sheet
- Trial Balance
- Budget Variance Report
- General Journal – Summary and Detail
- Checkbook Register Summary
Staff
Manage Staff Data & Information
Organize information and print forms and reports for staff at your child care center. Keep important staff records at your fingertips, including staff schedules and time card hours. Estimate current payroll costs based on hours worked, including automatic calculation of straight and overtime hours. Track benefit hours like vacation, sick time, training and holidays. Benefit hours may even be posted to all staff at once; time card hours and benefits may be imported directly to payroll checks. Maintain careful monitoring of real-time child-staff ratios and attendance trends.
Staff Information Tracking
- Immunization Records
- Time Card Calculation
- Vacation, Sick, Training, Holidays, etc.
- Staff Scheduling
- Staff Log Notes
- Electronic Document Storage
Employee Forms and Reports
- Employee / Classroom Schedules
- Sign-In & -Out Sheets
- Employee Time Card Reporting
- Benefit Hours: Vacation, Sick, Training, Holidays
- Staff Immunization Summary
Payroll
Maintain payroll records and calculate paychecks for your daycare or similar child-centered business. Save hundreds of dollars per year processing your payroll in-house. Quickly calculate staff time card hours, deduct withholdings, accrue vacation and sick time hours, and print payroll checks with just a few clicks of the mouse. You can even use direct deposit to transfer funds from your account directly to the bank account of each staff member.
Payroll Features
- One-Step Payroll Calculation
- Multiple Pay Rates per Employee
- Flexible Overtime Calculation
- Accrue Vacation and Sick Time
- Deduct Standard Withholdings
- Create Your Own Withholdings
- Track Employee Advances
- Calculate Overtime Hours
- Create a Direct Deposit File for Your Bank
- Download Up-to-Date Tax Tables
- Annual W2 Software Available
Daycare Payroll & Tax Information
- Tax Deposit Information
- Form 941 Information
- Employee Payroll Summary
- Employee Check Summary
- Employee Earnings Summary
- Withholdings Summary
- Payroll Journal Summary
- *Annual W2 and 1099 services are available for an additional fee. Learn more.
Parent Engagement
Any successful child care center understands the importance of building meaningful connections with parents and families. To support centers, Procare offers a fully integrated web- and mobile-based parent engagement solution for Procare Desktop customers.
By adding Procare Parent Engagement, desktop solution customers can stay connected with the families they serve by sharing important moments, information, learning milestones and more through an easy-to-use app.
Learn more about Procare Parent Engagement
Corporations & Franchises
Corporate Tracking
Easily access and export data from multiple child care locations into spreadsheet format. Audit and compare center performance, revenue flow and enrollment. Standard data categories include charges, payments, aging, enrollment, straight and overtime hours (including cost factors), FTE numbers and more.
- Compare data for each location side-by-side.
- Create numeric categories like the number of tours given, number of parent conferences, etc.
- Use Excel to make your own worksheets that read data from the Operations Report.
*Additional fees may apply for custom programming based on specific payroll or GL requirements.
Not included in bundle pricing, please call 800-338-3884 to learn more.
Operations Report Data
- Total Charge / Credit / Payment Reporting
- Deposit / Deposit Refund
- Beginning and Ending Balances for Accounts and Agencies
- Active / Inactive Accounts with Balance Due
- Total Voided Charges / Credits
- Customer / Agency Aging
- Customer / Agency Prepaid
- Customer / Agency Revenue
- Total AR for Date Range
- Classroom FTE (Full Time Equivalent)
- Changes in Enrollment
- Employee Hourly / Salary Costs
- Cost Centers
- Total Employee Costs
- ST / OT Hours
Payroll Import File
Gather staff time card hours from Procare and import them into your third-party payroll system / company for processing. Custom files may be created for import into specific payroll systems, such as ADP, Paychex, etc.*
AP / GL Import File
Consolidate and import general ledger activity to your organization’s back-end GL accounting system, such as MAS 90, Great Plains, etc.*
Learn more about Corporate Tools and Franchise Management with Procare
Early Childhood Learning
Procare Desktop includes the ability to add classroom management functions, including lesson planning, assessing children’s developmental progress and more. Contact Procare to learn about adding this educational feature that saves time and money to Procare Desktop.
Weekly Lesson Plans
Plan out your lessons for each room or age group.
- Create and share lesson plans with staff and parents
- Add unlimited additional lesson materials
- Capture state standard milestones with lessons
Procare Early Learning Curriculum
Procare Early Learning powered by Learning Beyond Paper (LBP) is a fully integrated, 100% digital curriculum offering for infant to pre-kindergarten age groups.
- 52 weeks of lesson plans for five age groups – infant, young toddler, older toddler, preschool, and pre-kindergarten
- Over 4,000 daily and weekly activities, with material lists, learning support, social-emotional development and at-home connection newsletters to engage parents
- Lesson plans and daily activities are presented in a developmental progression
- Learning areas including STEAM, language and literacy, physical development and music as well as movement, cognitive and interactive reading
- Training is built in, with tips and tools teachers can use in real time
Learn More About Procare Early Learning by LBP
Track Early Education Milestones
No more recording your assessments on paper. Use our fully customizable templates for measuring each child’s progress. Procare is pre-populated with state and Montessori standards. And if you have a customized assessment of your own, you can use that too.
- Customize each of your domains and milestones
- Comply with any state or Montessori learning standards
- Use your own progress labels to track development
- Build student development portfolios
Learn More About Our Alignment with State Standards and Montessori Standards
Capture Daily Observations on Mobile
Simply take a picture or record an observation and Procare will automatically attach them to a student’s portfolio.
- Log observations or draw from other recorded activities
- Share daily observations with parents (optional)
- Attach pictures and specific milestones to each observation
Track Milestones
Easily view developmental progress for all students.
Lessons
Create weekly lesson plans and tailor curriculum to your school.
Customize Assessments
Customize your assessment standards to fit your needs.
Student Assessments
Share assessment portfolios with parents.
Progress Tracking
Track student progress with observations.
Build Lesson Repository
Manage all lessons and add labels and associated milestones.
We save you time and money by streamlining core administrative functions while raising the bar for the parent experience.
Procare Hardware
Take your customized Procare software solutions to the next level with integrated hardware check-in and security options.
Learn more about Procare Hardware
Procare has the solution for you.
With Procare, you’ll get help finding the right solutions for your child care business from the most experienced team of software consultants in the industry.
Have Questions?
With Procare, you’ll get help finding the right solutions for your child care business from the most experienced team of software consultants in the industry.