Daycare and childcare invoice template
Parents use a childcare invoice twice: once to pay you, and again at tax time or when they claim from a dependent care account at work. This template lists tuition and fees separately and records the child, the billing period, the schedule, your state license number and the total paid so far this year.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Child name(s)
- Billing period
- Schedule
- State license #
- Paid so far this year
- Line items with qty, rate and amount, grouped as tuition, fees
- Tax, discounts, amount paid and balance due
What parents need for the dependent care credit
To claim the US child and dependent care credit, parents must report the name, address and taxpayer identification number of each care provider. IRS Publication 503 lets them take these from Form W-10 or from other records, such as an invoice from the provider that shows them. Put your SSN, ITIN or EIN in the tax ID box of your details so it prints on every invoice; a tax-exempt provider can show "Tax-Exempt" instead. The checks remind you when the number is missing.
Deposits, school-age children and FSAs
Publication 503 treats a forfeited deposit as not being for care, so parents find it easier when deposits and registration fees sit on their own lines rather than inside tuition. Tuition for a child in kindergarten or a higher grade is not a care expense, although before- and after-school care for that child can be. For 2026 an employer dependent care assistance program can exclude up to $7,500 of benefits. Separate lines for tuition, fees and extras make each of these splits easy to show.
Questions
Do I charge sales tax on childcare?
Childcare is exempt from sales tax or VAT in many places, so the sample lines are untaxed. Where your local rules tax a particular charge, tick Taxable on that line and set the rate.
How do I bill a late pickup fee?
Add it under Fees with the number of late pickups as the quantity and your charge per occurrence as the rate, and state the policy in the terms so parents see it every time.
Can I send the same invoice every week or month?
Yes. Pick weekly, every two weeks or monthly next to Repeat invoice, and the next invoice is created with the next number and the dates moved on. Check the billing period before you send it.