Nanny invoice template
Nanny invoice template: weekday, evening and weekend hours, overnight stays, school-run mileage and outings at cost, taken from a shared care log.
Templates by industry
- Weekday care hours, per hour
- Evening or weekend hours, per hour
- Overnight stay
- School runs and mileage, per km
- Children’s outings paid in advance
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Weekday care hours, per hour" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Children’s outings paid in advance". 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.
A self-employed nanny bills a family for hours that change from week to week: regular weekday care, the occasional evening or weekend, an overnight stay, school runs in their own car and small sums spent on outings. The family checks every figure against its own calendar, so the hours should come from a log both sides can see. This template separates those kinds of time and money and leaves the notes for the period covered and the agreement on cancelled days.
Fields to prepare
- Deliverables and line items
- Weekday care hours, per hour, Evening or weekend hours, per hour, Overnight stay, School runs and mileage, per km, Children’s outings paid in advance: record the quantities actually supplied and the service period.
- Weekday care hours, per hour
- Take weekday hours from a shared log or app, and give the week or dates they cover.
- Evening or weekend hours, per hour
- Use the rate agreed for evenings and weekends, which is often higher, and list those dates.
- Overnight stay
- Say what an overnight stay includes, such as the hours before bedtime and the morning routine.
- School runs and mileage, per km
- Bill the kilometres driven for the family at the agreed rate, from your own record of each trip.
- Children’s outings paid in advance
- Add tickets, snacks or other outing costs you paid, at cost, and keep the receipts for the family.
- 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
- Take the hours from a log both sides can see, bill evening and overnight care at their agreed rates, and keep money spent on the children apart with receipts.
Before sending
- Does “Weekday care hours, per hour” show the quantity actually supplied, not the quantity first quoted?
- Is “Evening or weekend hours, per hour” charged at the rate the customer agreed to, with any change approved?
- Is “Overnight stay” finished and accepted, or does it belong on a later invoice?
Show 5 more
- Does “School runs and mileage, per km” show the quantity actually supplied, not the quantity first quoted?
- Is “Children’s outings paid in advance” charged at the rate the customer agreed to, with any change approved?
- 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: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Weekday care hours, per hour | 64 × $16.00 | $1,024.00 |
| Evening or weekend hours, per hour | 6 × $20.00 | $120.00 |
| Overnight stay | 1 × $90.00 | $90.00 |
| School runs and mileage, per km | 140 × $0.50 | $70.00 |
| Children’s outings paid in advance | 1 × $38.00 | $38.00 |
| Subtotal | $1,342.00 | |
| Sales tax (8%) | $107.36 | |
| Total | $1,449.36 | |
Net amount $1,342.00, sales tax $107.36, total payable $1,449.36.
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
Should I invoice the family or be on their payroll?
That depends on how the work is organised and on employment and tax rules, which differ widely between countries. Check with the relevant authority or an adviser; this template suits a nanny who is genuinely self-employed and bills for their services.
How do I bill holidays or days the family cancels?
Follow what you agreed when you started: some families pay guaranteed hours whatever happens, others only the hours worked. Write the agreement into the notes so each invoice applies it the same way.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $107.36 on a net amount of $1,342.00, for a total of $1,449.36. 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 Nanny invoice template: 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.