How it runs for daycares, private schools and education providers
Licensing and insurance renewals are on the calendar so they are accrued, not a surprise. We never move money.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for daycares, private schools and education providers
- Food and catering invoices coded by site and matched to the meal-count month
- Classroom supplies, curriculum and subscriptions coded by site and program
- Licensing renewals, background checks and training fees tracked on the compliance calendar
- Rent, utilities and insurance accrued monthly and matched to the lease and policy
- Weekly payment run prepared for your approval, with due dates flagged
The KPI that matters here
Every vendor bill is entered and coded within three business days of receipt.
Childcare & education compliance notes
State subsidy programs
Child-care assistance, state pre-K and Head Start funding each come with their own attendance or enrollment reporting, authorized rates and copay rules. We post each remittance by child and period, reconcile it to the attendance or enrollment report you submitted, and keep the authorization on file with the family record. Program reporting stays with your director; we give her reconciled numbers to report from.
Tuition deferred revenue
Tuition and fees paid before the service is delivered are a liability until the month of care or instruction. We defer annual and installment tuition, registration and supply fees, and release them on a schedule that matches the school calendar. Withdrawals and refunds are posted against the deferred balance, so the P&L is not distorted by a single family leaving.
Ratios and licensing fees
Staff-to-child ratios set the minimum payroll for each room, and licensing renewals, background checks and inspection fees come due on the state's calendar. We code payroll by classroom, track licensing and training costs by site, and keep the renewal dates on the close calendar so the fee is accrued rather than a surprise.
Food program claims
CACFP reimbursement depends on meal counts, eligibility tiers and a monthly claim. We accrue the claim from your meal-count report, match it to the reimbursement when it lands, and keep food purchases in the same month as the meals. Claim submission stays with your food-program contact.
Childcare & education software we work in
- QuickBooks Online
- Gusto
- Brightwheel
- Procare
- All 50 platforms
More for daycares, private schools and education providers
Other services for childcare & education
Accounts payable in other industries
Frequently asked questions
How do you keep food costs in the same month as the food-program claim?
Grocery and catering invoices are coded to the month the meals were served, and the CACFP claim for that month is accrued from your meal-count report. When the reimbursement arrives, it is matched to the accrual. The monthly report then shows food cost per child and the reimbursement that covers it in the same period.
Can you track licensing and inspection fees by site?
Yes. Each site's license renewal, inspection, fire and health fees are recorded with their due dates, accrued monthly, and coded to that site. Background-check and training costs for staff are tracked the same way. The compliance calendar we keep with the close means renewals are budgeted rather than discovered when the notice arrives.
Do you handle rent and lease accounting for several sites?
We record each lease, accrue rent and common-area charges monthly, and match the payment to the lease schedule. Escalations and rent-free periods are recorded as they occur. Your CPA decides how leases are presented at year-end; we keep the schedule and payments that support that decision.
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