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Nanny Agency Invoice Template

A nanny agency invoice for billing a family for a placement fee, temporary or backup care hours and a background check at cost, less any retainer, in PDF, Word and Excel

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Quick answer:A nanny agency invoice bills a family for the agency's own services. It lists the placement fee for a nanny the family hires, any temporary or backup care the agency supplies as hours × rate, and any background check passed through at cost. Sales tax applies where it's due, and any retainer comes off the total to reach the amount due. In the US, IRS Publication 926 treats a nanny the family hires and directs as the family's household employee, so their wages don't go on the agency's invoice; a caregiver the agency provides and directs isn't the family's employee. This page has one nanny agency placement invoice as a blank PDF plus Word and Excel files with a sample family.

NANNY AGENCY INVOICE

Agency

Agency name:
Example Family Care Agency
Address:
120 Example Boulevard, Suite 3, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
NA-2614
Invoice date:
Nov 3, 2026
Payment terms:
Net 14
Due date:
Nov 17, 2026
Search agreement no.:
SA-0388

Bill to (family)

Family:
The Example family
Contact:
Morgan Example
Address:
45 Sample Lane, Sampletown
Email:
[Email]

Placement

Position:
Full-time nanny for 2 children
Nanny:
[Nanny name]
Start date:
Nov 2, 2026
Schedule:
Monday to Friday, 8:00 a.m. to 6:00 p.m.

Placement

  • Item: Placement fee, full-time nannyAmount: 3,500.00
    Details:
    Start date Nov 2, 2026
    Qty:
    1
    Unit:
    placement
    Rate:
    3,500.00
Placement subtotal3,500.00

Temporary and backup care

  • Item: Backup care, daytimeAmount: 1,120.00
    Details:
    Oct 19-23, 2026; [Caregiver name]
    Qty:
    40
    Unit:
    hour
    Rate:
    28.00
  • Item: Backup care, eveningAmount: 180.00
    Details:
    Oct 24, 2026; [Caregiver name]
    Qty:
    6
    Unit:
    hour
    Rate:
    30.00
Backup care subtotal1,300.00

Background check, passed through at cost

  • Item: Background check and driving recordAmount: 65.00
    Details:
    [Screening provider]
    Qty:
    1
    Unit:
    check
    Rate:
    65.00
Subtotal
4,800.00
Sales tax on agency services, if applicable (0%)
0.00
Background check, passed through at cost
65.00
Total
4,865.00
Less: retainer applied
1,000.00
Amount due
3,865.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice NA-2614

Billing notes

  • Retainer: 1,000.00 received on Sep 15, 2026, with search agreement SA-0388, and applied to the placement fee.
  • Backup care is billed from the caregiver's arrival to departure.
  • The background check is passed through at cost, without markup, and is not part of the subtotal.
  • Sample terms: the placement fee includes a 90-day replacement period.

Please quote the invoice number with your payment.

Nanny agency placement invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Invoice details with payment terms, due date and search agreement number, plus a "License no." line for the agency
"Bill to (family)" and a placement block: position, nanny, start date and schedule
Placement table for the placement fee, with a placement subtotal
Temporary and backup care table: dates, caregiver, hours × hourly rate and a backup care subtotal
Background check passed through at cost, kept out of the taxed subtotal
Sales tax rate cell starting at 0%, "Less: retainer applied" and the amount due
Blank PDF, plus Word and Excel files with a sample family; the Excel file calculates every amount and total

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, tax, pass-through costs, total and amount due are formulas too. The amount due is the total minus the retainer applied. The tax rate sits in its own cell, so you can change it.

NANNY AGENCY INVOICE

Agency

Agency name:
Example Family Care Agency
Address:
120 Example Boulevard, Suite 3, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
NA-2614
Invoice date:
Nov 3, 2026
Payment terms:
Net 14
Due date:
Nov 17, 2026
Search agreement no.:
SA-0388

Bill to (family)

Family:
The Example family
Contact:
Morgan Example
Address:
45 Sample Lane, Sampletown
Email:
[Email]

Placement

Position:
Full-time nanny for 2 children
Nanny:
[Nanny name]
Start date:
Nov 2, 2026
Schedule:
Monday to Friday, 8:00 a.m. to 6:00 p.m.

Placement

  • Item: Placement fee, full-time nannyAmount: 3,500.00
    Details:
    Start date Nov 2, 2026
    Qty:
    1
    Unit:
    placement
    Rate:
    3,500.00
Placement subtotal3,500.00

Temporary and backup care

  • Item: Backup care, daytimeAmount: 1,120.00
    Details:
    Oct 19-23, 2026; [Caregiver name]
    Qty:
    40
    Unit:
    hour
    Rate:
    28.00
  • Item: Backup care, eveningAmount: 180.00
    Details:
    Oct 24, 2026; [Caregiver name]
    Qty:
    6
    Unit:
    hour
    Rate:
    30.00
Backup care subtotal1,300.00

Background check, passed through at cost

  • Item: Background check and driving recordAmount: 65.00
    Details:
    [Screening provider]
    Qty:
    1
    Unit:
    check
    Rate:
    65.00
Subtotal
4,800.00
Sales tax on agency services, if applicable (0%)
0.00
Background check, passed through at cost
65.00
Total
4,865.00
Less: retainer applied
1,000.00
Amount due
3,865.00

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice NA-2614

Billing notes

  • Retainer: 1,000.00 received on Sep 15, 2026, with search agreement SA-0388, and applied to the placement fee.
  • Backup care is billed from the caregiver's arrival to departure.
  • The background check is passed through at cost, without markup, and is not part of the subtotal.
  • Sample terms: the placement fee includes a 90-day replacement period.

Please quote the invoice number with your payment.

Nanny agency placement invoice

An invoice from a nanny agency to a family: the placement fee, temporary or backup care billed by the hour, a background check passed through at cost, a tax rate cell, the retainer applied and the amount due.

A request for payment — shows the amount due

Download

What a nanny agency invoice is for

A nanny agency invoice bills a family for the agency's own services:

  • finding and placing a nanny;
  • any temporary or backup care the agency supplies;
  • costs the agency paid on the family's behalf, such as a background check.

A retainer the family paid when they signed comes off the total, and the invoice ends with the amount due and a due date.

It doesn't pay the nanny. When a family hires a nanny through a placement, the nanny's wages are between the family and the nanny, and they don't go on the agency's invoice.

What's on the nanny agency invoice

  • Agency: name, address, phone or email, and a "License no." line (in the Word and Excel files its placeholder reads "[License no., if required where you work]")
  • Invoice details: invoice number, invoice date, payment terms, due date and "Search agreement no.", the agreement the family signed when the search began
  • Bill to (family): family, contact, address and email
  • Placement: position, nanny, start date and schedule
  • Placement table: the placement fee, with details, quantity, unit, rate and amount, and a placement subtotal
  • Temporary and backup care: each block of care with its dates and caregiver, hours × hourly rate, and a backup care subtotal
  • Background check, passed through at cost: the check, the screening provider and the cost
  • Totals:
    • "Subtotal";
    • "Sales tax on agency services, if applicable";
    • "Background check, passed through at cost";
    • "Total";
    • "Less: retainer applied";
    • "Amount due".
  • How to pay: accepted methods, account name, bank details and a payment reference, with placeholders for your own details
  • Billing notes: how the retainer was applied, how backup care is timed, how the background check is billed and the placement guarantee

The sample bills a family for a full-time nanny who started on Nov 2, 2026. The lines are:

  • a placement fee of 3,500.00;
  • backup care while the search ran: 40 daytime hours at 28.00 and 6 evening hours at 30.00, together 1,300.00;
  • a background check and driving record at its cost of 65.00.

That's a total of 4,865.00. Less the 1,000.00 retainer paid when the search began, the amount due is 3,865.00 on Net 14 terms.

Who employs the nanny: the agency or the family

Be clear which arrangement each line covers before you invoice. In the US, the IRS decides who employs a household worker by who controls the work, not by what the invoice calls it. IRS Publication 926, the Household Employer's Tax Guide for use in 2026, says:

  • a family has a household employee "if you hired someone to do household work and that worker is your employee", and nannies are among its examples of household workers;
  • the worker is the family's employee if the family can control "not only what work is done, but how it is done", and it doesn't matter whether the work is full time or part time;
  • "If an agency provides the worker and controls what work is done and how it is done, the worker isn't your employee."

A placement is when the agency finds a nanny and the family hires them and directs their work. Under that test, the family is the employer.

  • The agency bills only its placement fee; the family pays the nanny's wages directly.
  • Pub 926 sets out what a household employer may owe, such as filing Schedule H (Form 1040) and a Form W-2 for each household employee once the wage thresholds apply. For 2026, social security and Medicare taxes apply when a family pays one household employee cash wages of $3,000 or more.

Temporary or backup care is when the agency sends a caregiver it employs and directs. Under the same publication, that caregiver isn't the family's employee: the agency bills the family for the hours and pays the caregiver itself.

Who actually controls the work depends on the facts. Describe each service accurately on the invoice. If a family asks whether they're an employer, point them to Pub 926 or a tax professional rather than answering for them.

Placement fee and guarantee

The placement fee is the agency's charge for finding a nanny the family hires. It's a business term in your agreement with the family, so the agreement should set out:

  • how the fee is worked out, as a flat fee or a percentage of the nanny's agreed salary;
  • when it's due, for example on signing or on the nanny's start date;
  • what the guarantee covers: for how long after the start date, and what happens if the placement ends in that period (a replacement search, a credit or a partial refund), and any conditions.

On the template, the placement fee line carries the nanny's start date in its details. The guarantee goes in the billing notes, so the family has it with the bill. In the Word and Excel files, the sample note is labeled "Sample terms": "the placement fee includes a 90-day replacement period." Replace it with your own terms. Don't use the invoice to add terms the family hasn't agreed to.

Temporary and backup care

Backup care has its own table, so hours never get mixed into the placement fee. Each row is one block of care: the type (daytime or evening in the sample), the dates and caregiver's name, the hours and your hourly rate. Use a separate row for each rate, as the sample does for evening hours at 30.00. Say in your agreement how hours are counted; the sample note in the Word and Excel files bills "from the caregiver's arrival to departure".

Background check, passed through at cost

If the agency pays for a background check on the family's behalf, bill it at cost in its own table, with the provider's name in the details. The family can then see it isn't part of your fee.

The sample note in the Word and Excel files says the check is passed through "without markup, and is not part of the subtotal". So it sits below the sales tax line in the totals and isn't taxed with your services. Keep the provider's receipt, and send a copy if the family asks or your agreement requires it. If you charge a handling fee, agree it first and bill it as its own line in the placement table.

Ordering a background check on a nanny can come with consent and disclosure rules. Check the rules where you work before you order one.

Retainer applied

If the family paid a retainer when they signed the search agreement, take it off the total on the "Less: retainer applied" line. The amount due is what's left. Say in the billing notes when the retainer was received and what it was applied to. The sample note in the Word and Excel files says: "1,000.00 received on Sep 15, 2026, with search agreement SA-0388, and applied to the placement fee."

Payment terms, licensing and sales tax

  • Payment terms. Print the payment terms and due date on every invoice; the sample uses Net 14. Agree any late fee in writing first, and check the rules where you work before you charge it.
  • Licensing. Whether a nanny or employment agency needs a license or registration depends on where you work. Check with your state or local licensing authority. If you have a license number, put it on the "License no." line; if not, delete the placeholder.
  • Sales tax. Whether agency services are taxable depends on where you do business. Check with the tax agency where you work. The "Sales tax on agency services, if applicable" line has a rate cell that starts at 0%.

How to fill in the template

  1. Add the agency's details, then the invoice number, invoice date, payment terms, due date and search agreement number.
  2. Under "Bill to (family)", enter the family's name, contact, address and email. Under "Placement", add the position, the nanny's name, the start date and the schedule.
  3. Enter the placement fee in the placement table, with the start date in the details.
  4. Add any backup care: one row per block of care, with the dates, caregiver, hours and hourly rate.
  5. Add the background check at cost, with the provider's name.
  6. Set the sales tax rate (or leave it at 0%) and enter the retainer received on "Less: retainer applied".
  7. Edit the billing notes so they match your agreement, replace the placeholders in "How to pay" with your own details, and send the invoice.

The PDF is a blank form for filling in by hand. The Word and Excel files have the same layout with the sample family filled in, for you to overwrite.

In the Excel file, each line amount is quantity × rate. The table subtotals, the subtotal, the sales tax, the background check total, the total and the amount due are formulas too. The sales tax rate has its own cell and applies to the subtotal only, so the background check isn't taxed. Set the rate to 0% to leave sales tax out, and set "Less: retainer applied" to 0.00 if there's no retainer. Don't delete either row, because the totals refer to them. The placement table has two rows, the backup care table three and the background check table two. For more lines, insert rows inside a table and copy the amount formula into them so the totals include them. In Word or on the PDF, work out the amounts yourself.

For a general layout rather than an agency one, see the invoice templates for Word, for Excel, as a PDF, for Google Docs and for Google Sheets. Our Microsoft Office Invoice Template covers Office users.

Billing families in Billed

If you invoice in Billed:

  • families can pay online by card or PayPal;
  • Billed can send automatic reminders for overdue invoices;
  • it sends a payment receipt after each online payment.

For a family you bill the same fixed amount on a regular schedule, Billed's recurring invoices send it for you.

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What's included in this invoice template

Charge On the invoice Calculation
Placement fee Placement table As your agreement sets it
Backup care Backup care table Hours × hourly rate
Background check Its own table, added after sales tax At cost
Sales tax Totals Rate cell on the subtotal, starts at 0%
Retainer already paid "Less: retainer applied" Comes off the total

When this isn't for you

This template is for an agency billing a family for its own services. It isn't a pay stub or a record of a nanny's wages: if you're a family paying a nanny you employ, IRS Publication 926 explains a household employer's tax duties. If you're an independent nanny billing a family directly, an invoice listing your hours and rate fits better than one built around placement fees.

How To Send Invoices With Billed

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Frequently Asked Questions

Common questions about this invoice template.

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