Free Daycare and Child Care Tuition Invoice Template

The child care tuition invoice bills a parent or guardian for a period of care. It has:

• Child care provider: Provider name, Address, Phone / email and Taxpayer ID no. The sample reads "[Provider taxpayer ID no.]".
• Invoice details: Invoice no., Invoice date, Payment terms, Due date and Billing period.
• Bill to (parent or guardian): Name, Address and Email.
• Children and care: Children, Care provided and Hours.
• Tuition and Fees sections, each with the columns Item, Details, Qty, Unit, Rate and Amount, and a Tuition subtotal or Fees subtotal.
• Totals: Subtotal, Sibling discount on tuition, Total, Less: payments received and Amount due.
• How to pay: accepted methods, placeholders for your account name and bank details, and the payment reference.
• Billing notes for your discount, late-pickup and payment terms.

It comes as three files:

• PDF: a blank form to print and fill in by hand.
• Word (.docx) and Excel (.xlsx): the same layout filled with sample details. Overwrite them with your own.

In the Excel file, each line amount is Qty × Rate, and the subtotals, the discount, the Total and the Amount due are formulas. The sibling discount is the Tuition subtotal times a rate cell you can change (10% in the sample), so it never applies to fees. You type the payments received yourself.

The sample works out like this:

• Tuition 2,320.00: two children at 290.00 a week for 4 weeks each;
• Fees 105.00: a 75.00 registration fee and three late-pickup blocks at 10.00;
• a Subtotal of 2,425.00, less a 232.00 sibling discount (10% of 2,320.00), for a Total of 2,193.00;
• less 500.00 already received, leaving 1,693.00 due by Nov 2, 2026 on Net 7 terms.

The sample figures and terms only show how the form works. They aren't typical rates or policies. Use the ones in your own enrollment agreement.

These are business terms you set and write into your enrollment agreement:

• Registration fee. Bill it in Fees, with when it applies. The sample charges 75.00 for one child, "Once a year, at enrollment".
• Late pickup. If you charge for pickups after closing, bill the blocks used, with the dates. The sample charges 3 blocks at 10.00, "Oct 14 and Oct 21, 2026; per 15 minutes", and the billing note repeats the term: late pickup is "charged per 15-minute block after 6:00 p.m., as set out in the enrollment agreement".
• Sibling discount. The "Sibling discount on tuition" line applies its rate to tuition only. The sample note reads: "a 10% sibling discount on tuition when two children attend; it does not apply to fees." Set the rate to 0% if you don't offer one.

Whether you charge for absences, holidays or closures is also your policy. State it in the enrollment agreement, and bill or credit those days as their own lines.

Parents who claim the child and dependent care credit, or who exclude dependent care benefits from an employer plan, use Form 2441 to report the care providers they paid (IRS: Instructions for Form 2441). IRS Publication 503 says that to identify a provider, a parent must give the provider's "Name, Address, and Taxpayer identification number":

• for an individual provider, that number is a social security number or individual taxpayer identification number;
• for an organization, it's an employer identification number (EIN);
• a tax-exempt provider, such as a church or school, doesn't have to show a number, and the parent enters "Tax-Exempt" instead.

Source: IRS Publication 503.

That's why the invoice has a Taxpayer ID no. field. Parents can also ask you for the information on Form W-10 (IRS: About Form W-10). Pub 503 notes that care providers "can be penalized if they don't provide this information" or provide incorrect information.

If you're an individual provider, you may prefer to give your social security number once on Form W-10 rather than printing it on every invoice. Pub 503 lists Form W-10 as a way for parents to get it.

Which costs a parent can count is for the parent and Pub 503 to settle, so don't promise that a fee will qualify. Pub 503 does say that application fees "and other indirect expenses are work-related expenses if you have to pay them to get care." It also says "a forfeited deposit isn't for the care of a qualifying person if care isn't provided."

• The child care receipt confirms a payment once the parent has paid.
• For other care and education billing, see the nanny agency, tutoring and teaching and home health care invoices.
• Invoice formats: Word, Excel, PDF, Google Docs and Google Sheets, or all invoice templates.