How it runs for daycares, private schools and education providers
The CACFP claim is accrued from meal counts. Payroll is checked against the classroom schedule. Your dedicated accountant runs those steps from our CloseTrack checklist, a team lead signs off under Two-Tier Review, and you receive statements within five business days.
What is month-end close outsourcing?
Month-end close outsourcing means an external accounting team performs the steps that turn a month of transactions into finished financial statements: reconciling every account, posting accruals, prepaids and depreciation, checking cut-off, reviewing and locking the period. You keep your software and your accountant. The provider runs the checklist on an agreed calendar and hands you reviewed statements.
What we handle for daycares, private schools and education providers
- Deferred tuition and fees released for the month on the school calendar
- State subsidy revenue accrued from the submitted enrollment or attendance report
- Food-program claim accrued from meal counts and matched to prior reimbursements
- Payroll by classroom agreed to the register and the staffing schedule
- Licensing, insurance and rent accruals posted and the compliance calendar updated
The KPI that matters here
Books closed and statements delivered within five business days of month-end, every month.
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
Frequently asked questions
Why accrue subsidy revenue before the state pays?
Because the care was delivered in the month, and the state's payment for it may arrive 30 to 60 days later. Accruing the authorized amount from the report you submitted puts the revenue in the month it was earned and shows the state as a receivable. When the remittance arrives it clears the accrual, and any shortfall is visible.
What does the close checklist include for a childcare center?
Bank, card and app-deposit reconciliations, the billing-app tie-out, deferred tuition and fee releases, subsidy and food-program accruals, payroll by classroom, rent and licensing accruals, and fixed-asset entries for playground or classroom equipment. Each item has an owner and a sign-off in CloseTrack, so you can see what was done and when.
Who reviews the close before we see it?
A team lead reviews every close under our Two-Tier Review process before statements are released. The reviewer checks that reconciliations are complete, that deferrals match the school calendar, that accruals are supported by the reports submitted, and that payroll per room makes sense against enrollment. Questions for you come in a short note with the statements.
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