How it runs for daycares, private schools and education providers
A same-month prior-year comparison shows whether this September is stronger than last. Your dedicated accountant prepares the package after the close, adds a plain-English note on what moved, and formats board or lender reports where needed.
What is outsourced financial reporting?
Outsourced financial reporting means a remote accounting team prepares your periodic financial statements and management reports instead of an in-house controller. The team works from your own accounting file, applies a consistent close and review process, and issues a report pack on a fixed date each month. You keep the data, the software and the decisions.
What we handle for daycares, private schools and education providers
- P&L by site and program, with payroll shown by classroom against room tuition
- Parent tuition, subsidy revenue and food-program reimbursement as separate lines
- Enrollment, capacity and average tuition per child alongside the financials
- Same-month prior-year comparison for the school-year cycle
- Board, lender or grant reports prepared in the required format
The KPI that matters here
The monthly package is issued with a written variance note within five business days of close.
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
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Frequently asked questions
Can the reports show which classrooms are profitable?
Yes. Each room's tuition, subsidy revenue and payroll are reported together, with enrollment and capacity from your app alongside. The result shows which rooms cover their ratio staffing and which are under-enrolled. It is the report most owners use when deciding whether to open a room, combine rooms or change age groupings.
How do you report a school-year business fairly?
By deferring tuition so each month shows what was earned, and by comparing each month with the same month last year and with a trailing-twelve-month view. September compared with August tells a school little; September compared with last September shows whether enrollment and pricing improved. The KPI dashboards service adds the same comparison to enrollment metrics.
Do you prepare reports for a board, a lender or a grant?
Yes, with your permission and in the format required. Nonprofit centers often need a budget-versus-actual by program for the board and a grant report by funder. For-profit groups may need a lender package. Reports come from the reviewed close, so figures agree across every version. We provide preparation support; anything filed is reviewed and signed by you or your CPA.
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