How it runs for daycares, private schools and education providers
Your dedicated billing specialist sets up and checks each billing run in Brightwheel or Procare, applies the right rate and discount to each family, and makes sure the QuickBooks Online copy matches what parents see.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for daycares, private schools and education providers
- Tuition billed in advance by program, schedule and rate on the first business day
- Subsidy families billed for copays only, with authorized amounts tracked separately
- Sibling, staff and financial-aid discounts recorded as discounts against gross tuition
- Registration, supply, activity and late-pickup fees billed on their own schedule
- Rate and schedule changes applied from the effective date with no manual overrides
The KPI that matters here
Every enrolled family is billed correctly on the first business day of the period.
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
How do you bill families who receive state assistance?
The family is billed for the copay set by the authorization, and the authorized amount is recorded as a receivable from the state program. When the remittance arrives, it clears the state portion. If the authorized rate is below your tuition and your state lets you charge the difference, that is billed to the family as a separate line.
Can you set up tuition installments for a school year?
Yes. Annual tuition is set up as ten or twelve installments on the schedule you choose, with financial aid applied as a discount on each installment. Each payment reduces the family's balance and the deferred revenue is released monthly. Withdrawals are handled according to your policy from the deferred balance.
What about late-pickup and other variable fees?
Variable fees are billed from the attendance or incident report in your app at the end of each period, using the rates in your parent handbook. They appear on the family's statement as separate lines with the date, so questions are easy to answer. The monthly report shows fee income by type and site.
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