How it runs for daycares, private schools and education providers
Each payout combines many payments and deducts something. Your dedicated accountant runs our ReconBot workflow: every payout is matched to the parent payments inside it, fees and surcharges are posted to their own accounts, and any batch that does not tie is logged as an exception with a reason.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for daycares, private schools and education providers
- Every app payout matched to the parent payments it contains, gross to net
- Card and ACH processing fees and parent surcharges posted to separate accounts
- Stripe or Square receipts for camps and events reconciled alongside the app payouts
- Refunds and failed ACH payments traced from the app to the payout that deducted them
- Exception log of unmatched batches with reasons, cleared each week
The KPI that matters here
Every app or processor payout is tied to its parent payments, with fees separated, within two business days.
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
Why is our tuition revenue lower than what parents paid?
Because the billing app deposits parent payments net of card and ACH fees, and if the deposit is posted as revenue the fee is silently subtracted from tuition. Across 120 families paying by card, that gap is meaningful every month. Reconciling gross to net restores tuition and shows the fee as an expense, or offsets it with surcharges you collected.
How do failed ACH payments and refunds get handled?
A failed ACH is traced from the app's payment record to the payout that reversed it, and the family's balance is restored so the reminder goes out. A refund is traced from the credit in the app to the payout that deducted it and posted against the family's account. Both appear on the monthly exception report.
Can you reconcile camp and event payments taken through Stripe or Square?
Yes. Stripe and Square payouts are matched to the camp or event registrations they cover, fees are posted separately, and the revenue is reported on its own line rather than mixed with tuition. Deposits for future camps are deferred until the session runs. Our cash application service covers applying the receipt to each family.
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