Free childcare invoice generator
Bill the week or the hours, apply sibling rates, add late pickup fees, and give parents the details they need to claim childcare credits.
Build your childcare invoice
Prefilled with a two-week nanny period including overtime. Swap in your rates and children, then download.
| Description | Qty | Rate | Amount |
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What is a childcare invoice?
A childcare invoice serves two audiences. The parent wants to see the days, hours and any extras. Their tax preparer wants the provider name, address and tax identification number, because childcare expenses are frequently claimed and the paperwork has to hold up.
Rates are usually weekly for full-time care and hourly for part-time or occasional. Either way, listing the dates covered and hours worked prevents the slow drift where a 45-hour week becomes 52 hours without anyone deciding it should.
The fees parents forget are the ones that keep the arrangement sustainable: late pickup after a stated grace period, care on holidays, and a registration or holding fee for a reserved place. All three work only if they are written down before they are needed.
What to include
Everything below is already in the generator above — this is what each part is for.
Provider details and tax ID
Your name, address and EIN or SSN, which parents need to claim childcare credits.
Children and dates covered
Each child by name and the period the invoice covers.
Weekly or hourly rate
The contracted rate with hours worked, plus overtime where it applies.
Sibling and multi-child rates
Discounted rate for additional children, shown per child.
Late pickup and extras
Late fees after the grace period, holiday rates and activity or meal costs.
Payments received
Deposits, registration fees or advance payments applied to the balance.
Three steps to a finished PDF
Enter the family and period
Parent, children, and the week or month the invoice covers.
Bill care, extras and fees
Weekly or hourly rate with hours, sibling rates, then late pickup and extras.
Download and send
Send the PDF each Friday or month end, with your tax ID on the document.
Rates, late fees and tax paperwork
Put your tax ID on every invoice
Parents claiming a childcare tax credit or using a dependent care FSA need the provider's name, address and taxpayer identification number. Providing it as standard on every invoice saves a scramble in February and signals that you run a real business. Rules differ by country and change — parents should confirm current requirements with their own preparer.
Set a grace period, then charge
- A 10 or 15 minute grace period, then a per-minute or per-15-minute late fee.
- Apply it consistently — an unenforced late fee trains parents to be late.
- State holiday, sick-day and vacation policy in the terms, not in a text message.
Bill in advance for reserved places
A guaranteed place has a cost whether the child attends or not. Weekly or monthly invoicing in advance, with a registration or holding fee at the start of the arrangement, is normal in both nanny and daycare work. It also removes the most uncomfortable conversation in the job: asking a family you see every morning for overdue money.
Three mistakes that delay payment
No tax ID on the invoice
Parents cannot claim the credit, and you will field the request months later.
Hours drifting upward unbilled
List days and hours every period so the schedule stays what was agreed.
Late fees never enforced
A fee that is never charged is a policy that does not exist.