The Best Bookkeeping for Daycare, Childcare, or Preschool With Local Reviews Last Updated March 2025

The daycare business requires frequent purchases of toys, school supplies, snacks, and other necessities. You bill for childcare, but if you care for younger children, do you have a regular system for billing for extras like diapers or additional supervision? If your center offers seasonal programs like summer camps, do you bill for special supplies or activities like field trips? For Accounting For Architects over 30 years, Procare Solutions has helped child care businesses big and small tackle their biggest operational challenges.

Let us help you grow Your business

Consider consulting with a tax professional to ensure compliance and maximize tax benefits. Efficiently tracking enrollment numbers and tuition payments ensures a steady cash flow to support daily operations. Consider implementing a reliable system to record enrollments, monitor payment schedules, and promptly address any discrepancies.

• Today’s child care businesses need to operate with precision, timeliness and transparency … and that’s where specialized billing and accounting software comes into play.
• Get in touch with us and schedule a consultation to find out more about our bookkeeping for daycare.
• This involves comparing the transactions recorded in your bookkeeping software with your bank statements to identify discrepancies or errors.
• Do you have an existing bookkeeping system that has been making errors or takes more time than you’d like?
• Limited liability companies (LLCs), partnerships, and corporations, however, are legally required to have a separate business account.
• Now that you know what daycare bookkeeping is, let’s move to a step-by-step guide on how to grow your daycare business by applying bookkeeping practices.

DIGITAL CURRICULUM

If there’s one thing more annoying than a room full of kids, it’s tax season. In fact, according to the IRS report, 1 in 100 small businesses get audited by the IRS every year. No one knows better than you do that caring for children is time and energy-consuming! You need to be able to devote your time to the children in your care and to growing your business – not to crunching numbers.

Simplify billing and get paid on time

Now, much of bookkeeping is made easier with digital software that helps perform tasks like invoicing, paying bills, and preparing tax returns. Managing tuition payments is the most important aspect of daycare bookkeeping. Missed or delayed payments can create cash flow problems, and you can’t even cover monthly expenses.

Setting Up Your Childcare Center’s Bookkeeping System

Whether you offer family child care or operate a childcare center, you bookkeeping have important legal obligations to meet. If you operate in Minnesota like we do, here’s some licensing help from the Minnesota government. Staying up to date with these regulations will keep you licensed and eliminate bookkeeping headaches down the road. The ability to generate detailed reports on revenue, expenses, attendance and any other pertinent financial data is key to making informed decisions.

• After a long day of finger painting, story time, and solving toddler disputes, the last thing you want to do is crunch numbers.
• That means your daycare will always get low fees and dedicated support with fast funding at no additional charge.
• You’ll know how much is owed from each family and agency and can easily monitor outstanding balances from prior months.
• With all the automation set, you save plenty of time and reduce humor errors.
• Consider trialing a few options to determine which one aligns best with your operational requirements.
• If your childcare center also offers summer camps or other short-term programs, you’ll want to designate a separate bookkeeping system for this in advance.