Free Child Care Invoice Template (Excel)
What's in the child care invoice template
The workbook has one working tab, Child Care Invoice, with 50 rows. Each row is one child for one billing period: child name, care type (hourly or daily), hours or days, rate, meal fee, activity fee and subsidy deduction.
Line total calculates automatically for every row: hours or days times your rate, plus meal and activity fees, minus the subsidy you enter - so one invoice can bill several children or several weeks for the same family without any manual math.
The summary below the table totals care fees, meal and activity fees, subsidies deducted, and the overall total due - everything a daycare or in-home provider needs on one invoice.
Auto-calculating totals competitors don't offer
Smartsheet's childcare invoice is a static, non-calculating .xlsx - you'd have to build every formula yourself. InvoiceSimple, Wave, FreshBooks, Skynova and Invoicer.ai all present a 'free' childcare invoice template as a landing page for their own paid billing software subscription.
This file is a genuine formula-driven spreadsheet you keep and reuse - no signup gate, no software subscription, and it already does the per-child math those competitors leave to you or lock behind their app.
Subsidy deduction, handled honestly
Many families pay for child care partly through a state or employer subsidy program. This template doesn't try to guess or look up your subsidy amount - you enter the exact dollar figure you're crediting for that child and period, and it's subtracted from the line total automatically.
That keeps the file accurate for any program (CCAP, employer FSA, military subsidy, sliding-scale) without hard-coding rules that would be wrong for someone else's state or employer.
Who this template is for
Home daycare providers, nannies and small childcare centers who bill multiple families or multiple children and need real per-child math, not a single generic invoice line.
If you also need full bookkeeping - expense categories, quarterly tax set-asides - see the upsell below; this template is invoicing only.
How to use it
- List each child and billing period with hours/days, rate, meal fee, activity fee and subsidy.
- Line total calculates automatically for every row.
- Check the summary for total care fees, fees, subsidies and the total due.
Download the free Free Child Care Invoice Template (Excel)
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Small Business Bookkeeping & Tax Dashboard
Once the invoices are out, the paid Bookkeeping template ($19) maps every expense to IRS Schedule C lines and sets aside quarterly estimated tax from your real profit.
See the full versionFrequently asked questions
Does it calculate the invoice total automatically?
Yes. Each row's line total is hours or days times your rate, plus meal and activity fees, minus any subsidy you enter - the summary then totals every row into one amount due.
Can I bill more than one child on the same invoice?
Yes. One row is one child for one billing period, and you can list up to 50 rows - so several children or several weeks for the same family fit on one file.
Does it look up my state's child care subsidy amount?
No. Subsidy deduction is a plain input - you enter the exact dollar amount to credit. It doesn't connect to any subsidy program's database.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, open it, and choose File > Save as Google Sheets - the formulas keep working.
What's the usage license?
Personal use or use within one childcare business. It's not meant to be resold or redistributed as a template product.