How it runs for daycares, private schools and education providers
Your dedicated AR specialist works the family aging every week through our DunningDesk cadences, sends gentle statements and reminders under your center's name, and calls parents whose balances have slipped, always within the tone you set. State program balances are chased through the program's own channels with the authorization on hand.
What is accounts receivable outsourcing?
Accounts receivable outsourcing means a remote team manages the money your customers owe you: tracking invoices from issue to payment, sending statements and reminders, logging disputes, and reporting aging and days sales outstanding. The provider works inside your accounting software under your brand. You keep the customer relationship and decide on credits, holds and escalations.
What we handle for daycares, private schools and education providers
- Weekly family aging split between copays, tuition installments and fees
- Statements and reminders under your center's name at 7, 14 and 30 days
- Courteous parent calls following your handbook's tone and your late-fee policy
- State program shortfalls followed up with the authorization and attendance record
- Payment plans logged with dates, and balances reported before disenrollment decisions
The KPI that matters here
Family balances over 30 days stay below 5% of monthly tuition billed.
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
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Frequently asked questions
Will you contact parents about overdue balances?
Yes, as your billing desk under your center's name and in the tone you set. Reminders are first-party communications about a family's account, never debt collection, and follow the cadence and late-fee policy in your handbook. Our agents never store card data; parents pay through your billing app. The AR follow-up calls service page describes the scripts.
How do you follow up a state subsidy remittance that came in short?
The remittance is compared child by child with the authorizations and the attendance or enrollment report you submitted, and the missing children or days are listed. The AR specialist prepares the query for your director to send through the program's channel, with the records attached. The shortfall stays on the state's receivable until it is paid or explained.
Can you manage payment plans for families?
Yes. When you agree a plan with a family, the specialist records the installments and dates, sends reminders before each one, and reports missed installments weekly. Balances and plan status are summarized before any disenrollment decision, so the director decides with the full history rather than a single missed payment.
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