AvoDaycare Invoice Template (Free Fillable PDF)
Daycare invoices go out weekly or monthly to parents who will later need the totals for the child care tax credit and an employer dependent care account, so the invoice has to carry the provider's tax ID and the dates of care as well as the amount. Parents also check it against the schedule: which days, which child, which fees. This template lists each child and period on its own line, has the fee lines centers use, and keeps the tax-credit fields in the header.
Free, fillable, US Letter. No email, no sign-up. Fill in your provider details, EIN and license number once. For each family change the children, the period and the lines.
What the PDF looks like. The hints in the line table show the lines a childcare provider typically bills; type over them.
Why daycare invoices get paid late
Dates missing
“Tuition, $285” without the week leads to double-paid or disputed weeks. Every tuition line has its dates.
Tax ID requested in January
Every parent asks in January. Put the EIN on every invoice and the year-end statement writes itself.
Subsidy and copay confusion
If a state subsidy pays part, show the full tuition, the subsidy portion and the parent copay so the family understands the balance.
What to include on a daycare invoice
- Provider or center name, address, contact, EIN and license numberThe EIN (or SSN for sole proprietors without one) is what parents enter on Form 2441.
- Parent or guardian name; child's name and schedule“Emma R., full-time M–F” or “Noah R., part-time T/Th”.
- Invoice number, date, due date and billing period“Week of Mar 2–6” or “March 2026”.
- Tuition per child with datesWeekly or monthly rate; days attended if billed by the day.
- FeesRegistration, supplies, meals, field trips, late pickup with the time.
- Discounts and subsidiesSibling discount, prepay discount, state subsidy portion as negative lines.
- Payments received and balanceIf families pay partway through the period.
- Payment terms and policiesDue date, late payment fee, late pickup rate, holiday and absence policy in one sentence.
Example daycare invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Full-time tuition, Emma R., week of Mar 2–6 | 1 week | $285.00 |
| Part-time tuition, Noah R., Tue/Thu, week of Mar 2–6 | 1 week | $150.00 |
| Late pickup, Mar 4, 6:15 pm (15 min) | 1 × $15.00 | $15.00 |
| Sibling discount 10% on second child | −$15.00 | |
| Total due | $435.00 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each childcare provider job. Export and send by email or text.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
Should a daycare invoice weekly or monthly?
Weekly for most home daycares and many centers, because parents are paid biweekly and the amounts stay small; monthly for centers with autopay. Either way, every tuition line carries its dates, which is what the tax credit and employer plans need.
What tax information do parents need from a daycare invoice?
The provider's name, address and EIN (or SSN), and the amount paid during the year. Parents enter these on IRS Form 2441 and on their employer's dependent care claim. Putting the EIN on every invoice removes the January requests.
How do I show a state child care subsidy on the invoice?
Show the full tuition line, then the subsidy portion as a negative line (“State subsidy, CCAP, −$190”), leaving the parent's copay as the balance. Parents and caseworkers both need to see the full rate.
Can I charge for days the child did not attend?
Yes, if your policy says tuition covers the enrolled schedule regardless of attendance, and the policy is on the enrollment agreement and the invoice terms. Most providers do; it is how the spot is held.
How should late pickup fees appear?
As their own line with the date and time, at the rate stated in the terms. Parents accept the fee when they can see the time; they dispute a vague “late fee”.