Tips for Managing Childcare Billing

tips for managing childcare billing

If you're running a childcare business, we bet that administrative tasks can take up the bulk of your day.

Tracking sign-ins and absences, logging bottles and diapers, running reports for licensing, generating monthly tuition bills, your to-do list is endless. We often hear that billing can be one of the biggest pain points. Between tracking late fees, tuition, and supplemental services, it’s enough to make anyone throw a temper tantrum. We've got a few tips to making improvements to the business side of running a childcare center.

Make it automatic

Offering online payments is almost a must these days for any successful childcare business. And also offer your families the choice to use automatic monthly billing to eliminate late payments. Most families will jump at this chance, as we often hear from parents that one of the only times they ever have to dig out their actual checkbook anymore is when childcare tuition is due. Working parents lead very busy lives and anything you can do to simplify your processes will be applauded.

Set clear expectations

During the enrollment phase, share your clear expectations with new families. Have a clear policy for late fees, both for late pick-ups and late payments. If you will be charging for meals and materials, also have clear written policies families can refer to. Adhere to these agreed-upon guidelines consistently, no exceptions. You may feel like the bad guy, but it is important to stick to your policies in order for them to be successful. If you are lenient on charging for late pick-ups, you’re bound to have a few families take advantage of your kindness.

Use technology

With brightwheel, all of these billing headaches are erased instantly. Our easy-to-use app allows for digital check-in and check-out, tracking and recording a child’s time at your daycare or preschool. It also allows for automated, paperless billing for families, drafted directly from their bank accounts. This will not only lighten your heavy administrative load, but it will also go far in your marketing efforts as you seek customers for your childcare business. You can set up recurring invoices for your families as well as one-time billing for special services or fees. 

Brightwheel is everything you need for your preschool or childcare center, in one simple app. Download it today!
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