Daycare invoice
Invoice template for daycares and childminders: monthly childcare, meals and extended hours. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Monthly childcare
- Meals
- Extended hours
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Monthly childcare" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Extended hours". Confirm delivered sessions and attendance and hand over agreed materials and feedback.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Parents often pay for childcare in advance for the month, while meals and late pick-ups are only known once the month is over. This invoice keeps those apart: the fixed monthly fee, meals for the days actually attended, and extended hours as they were used. If a subsidy or an employer contribution covers part of the fee, show it so parents see what is left for them, and keep one invoice per child even when siblings attend.
Fields to prepare
- Deliverables and line items
- Monthly childcare, Meals, Extended hours: record the quantities actually supplied and the service period.
- Monthly childcare
- Name the child, the month and the agreed schedule, such as five full days a week, and keep the same fee in a short month unless your terms say otherwise.
- Meals
- Multiply the daily meal rate by the days the child was actually there, or state that meals are a flat monthly amount if that is your policy.
- Extended hours
- List early drop-offs and late pick-ups with dates and times from your sign-in sheet, rounded the way your terms set out.
- Participants and sessions
- Record the audience, participant count, duration of each session and training period.
- Materials and assessment
- Specify materials, practice and assessment scope, feedback format and delivery deadlines.
- Scope to agree
- Separate the month billed and days attended, the extended hours used, and the amount payable after any subsidy.
Before sending
- Does “Monthly childcare” show the quantity actually supplied, not the quantity first quoted?
- Is “Meals” charged at the rate the customer agreed to, with any change approved?
- Is “Extended hours” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Agree how absences, rescheduling and make-up sessions are handled.
- Check whether learning materials, equipment, venue and recordings are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Monthly childcare | 3 × $450.00 | $1,350.00 |
| Meals | 2 × $120.00 | $240.00 |
| Extended hours | 4 × $180.00 | $720.00 |
| Subtotal | $2,310.00 | |
| Sales tax (8%) | $184.80 | |
| Total | $2,494.80 | |
Net amount $2,310.00, sales tax $184.80, total payable $2,494.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I show a subsidy or voucher on the invoice?
Keep the full fee on its line and state in the notes the amount the subsidy or voucher scheme pays for that month and the balance the parent owes. Naming the scheme and the month lets parents see the gross fee, the support and their share at a glance.
Do parents need a yearly summary for tax or employer claims?
Some do. Number each monthly invoice and address it to the parent who pays; at year end you can list the invoice numbers and amounts paid in one summary. Whether childcare costs can be claimed is for the parent to check locally.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $184.80 on a net amount of $2,310.00, for a total of $2,494.80. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Daycare invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.