Top Daycare Software for Billing and Timesheets
Compare the top daycare software for billing and timesheets. Find platforms with autopay, staff time tracking, and payroll in one place.
Key takeaways
- Bloomily is the only reviewed platform that combines tuition billing, staff timesheets, built-in payroll, and real-time ratio monitoring in a single dashboard.
- Most daycare software separates billing and timesheet functions, requiring centers to manage multiple subscriptions and manually reconcile data across systems.
- Key billing features preschools need include automated invoicing, autopay, late fee rules, sibling discounts, and payment plan support.
- Timesheet software that integrates with attendance data enables real-time staff-to-child ratio monitoring, improving compliance and scheduling decisions.
- Setup time varies widely—Bloomily takes about 15 minutes with white-glove migration support, while legacy platforms like Procare can take days or weeks.
Running a preschool or daycare means handling two constant headaches: getting families to pay on time and keeping staff hours accurate. Bloomily combines daycare billing and staff timesheets into one platform, so you can stop switching between apps and spreadsheets. This guide breaks down the top daycare management software options that handle both tuition invoicing and employee time tracking, helping you find the right fit for your center.
You'll find a mix of all-in-one platforms and specialized tools below. Each one approaches billing and timesheets differently, so we've highlighted what makes them stand out and where they fall short.
Quick guide: 6 top daycare software for billing and timesheets
- Bloomily: The best all-in-one daycare software combining tuition billing, staff timesheets, and attendance in a single platform
- Procare: Long-standing option for centers already familiar with its ecosystem
- brightwheel: Mobile-focused app with billing and basic time tracking functions
- Playground: Newer platform offering childcare billing tools with timesheet capabilities
- Kangarootime: Enterprise-oriented software for multi-site childcare operations
- Aaniie: Home care-focused software that also serves childcare facilities
How we chose the top daycare software for billing and timesheets
We looked at each platform through the lens of a busy preschool director who needs to invoice families and track staff hours without adding more administrative work to the day. Here's what mattered most in our evaluation:
- Unified billing and payroll: Can you manage tuition invoices and staff timesheets from one dashboard, or do you need separate systems?
- Autopay and payment flexibility: Does the platform handle recurring payments, late fees, and payment plans automatically?
- Time tracking accuracy: How do staff clock in and out? Is there GPS verification or kiosk mode for accountability?
- Attendance integration: Does the timesheet data connect to child attendance for ratio monitoring?
- Setup and migration: How quickly can you get started, and will they help move your existing data?
- Pricing transparency: Can you see costs upfront, or do you need a sales call to get numbers?
The 6 top daycare software for billing and timesheets
1. Bloomily: Best overall daycare software for billing and timesheets
Bloomily gives preschool directors a single platform for everything administrative. Instead of paying for billing software and then adding a separate timesheet tool, you get both built into one system alongside attendance tracking, parent communication, and enrollment management.
The billing module handles tuition invoices with autopay, automatic late fees, and sibling discounts—all without manual intervention. On the staff side, Bloomily includes time tracking with payroll runs and compensation management. Your team clocks in through kiosk mode or their mobile devices, and you can run payroll directly from the same dashboard.
What sets Bloomily apart is the pricing model. Every feature is included at every tier with flat monthly pricing, and setup takes about 15 minutes with white-glove migration support. The platform also monitors staff-to-child ratios in real time, connecting attendance data to your scheduling decisions.
Bloomily features
- Automated tuition billing: Set up recurring invoices with autopay, late fee rules, and discount structures. Families receive reminders, and payments process automatically without you chasing anyone down.
- Staff timesheets and payroll: Track clock-ins through kiosk mode or mobile devices. Run payroll directly within the platform with compensation management tools built in.
- Real-time ratio monitoring: See staff-to-child ratios update as attendance changes throughout the day. This connects directly to your timesheet data for smarter scheduling.
- One-click compliance reports: Generate licensing reports instantly using attendance and staffing data already in the system.
- Parent communication hub: Send invoices, daily reports, and messages from the same platform. Families see everything in one app.
- AI-powered arrival predictions: Bloomily analyzes attendance patterns to help you anticipate staffing needs before the day starts.
Bloomily pros and cons
Pros:
- All features included at every pricing tier with no surprise costs
- Billing and timesheets unified in one platform, eliminating the need for multiple subscriptions
- 60-day money-back guarantee with white-glove setup support
Cons:
- Launched in 2024, so it's newer to the market than some established platforms—though the founding team offers direct support access
- Month-to-month contracts mean no bulk annual discount, but this also means flexibility to cancel anytime
- Currently focused on the US market, which works perfectly for domestic centers but limits international use
2. Procare: Familiar option for centers with existing data
Procare has been in the childcare industry for decades, and many centers already have years of family and billing records stored in its system. The platform includes tuition management, staff scheduling, and basic time tracking functions.
Procare's billing tools handle invoicing and payment processing for tuition. Staff can clock in through the system, though the timesheet features focus primarily on scheduling rather than full payroll runs. Setup typically takes longer than newer platforms due to the system's depth.
Procare features
- Tuition billing module: Create invoices, process payments, and track family balances through the billing dashboard.
- Staff scheduling tools: Build schedules and track when employees clock in and out of shifts.
- Family engagement app: Parents can view invoices and make payments through a mobile app.
Procare pros and cons
Pros:
- Established brand with decades in the childcare industry
- Many centers already have historical data in the system
- Includes both billing and basic staff time tracking
Cons:
- Setup process can take days or weeks rather than hours
- Some features require contacting sales to access pricing details
- Timesheet functionality focuses more on scheduling than full payroll integration
3. brightwheel: Mobile app with billing and time tracking
brightwheel built its reputation on daily reports and parent communication through a mobile-first experience. The platform also includes billing features for tuition invoicing and basic staff time tracking capabilities.
The billing module allows you to send invoices and accept online payments from families. Staff can clock in through the app, and administrators can review hours. The platform focuses heavily on the parent experience and daily activity tracking.
brightwheel features
- Mobile invoicing: Send tuition bills and accept payments directly through the family app.
- Staff clock-in: Employees can log their hours through the mobile app for administrator review.
- Daily reports: Document activities, meals, and photos throughout the day.
brightwheel pros and cons
Pros:
- Intuitive mobile app experience for parents and staff
- Combines daily reports with billing in one app
- Online payment processing for tuition collection
Cons:
- Timesheet features do not include full payroll processing
- Certain billing features are only available on higher plan tiers
- Does not include website builder for center marketing
4. Playground: Childcare billing with timesheet options
Playground offers childcare management software with billing and invoicing capabilities. The platform includes tools for tuition collection and has timesheet features for staff time tracking.
The system allows centers to send invoices, process payments, and track outstanding balances. Staff timesheets let administrators monitor employee hours worked.
Playground features
- Billing and invoicing: Create tuition invoices and track family payment status.
- Staff timesheets: Record employee clock-in and clock-out times.
- Parent communication: Send messages and updates to families.
Playground pros and cons
Pros:
- Includes both billing and timesheet functionality
- Parent app for family engagement
- Attendance tracking included
Cons:
- Payroll runs may require integration with external payroll software
- Feature access varies by subscription tier
- Less established track record compared to older platforms
5. Kangarootime: Enterprise software for multi-site operations
Kangarootime positions itself toward larger childcare organizations with multiple locations. The platform includes billing, staff management, and administrative tools designed for enterprise-scale operations.
Multi-site centers can manage billing across locations from a central dashboard. Staff time tracking is included for employee hour monitoring.
Kangarootime features
- Multi-location billing: Manage tuition and invoicing across multiple childcare sites.
- Staff management tools: Track employee hours and schedules across locations.
- Enterprise reporting: Generate reports spanning multiple centers.
Kangarootime pros and cons
Pros:
- Designed for organizations with multiple childcare locations
- Centralized billing management across sites
- Staff tracking tools included
Cons:
- May be more than single-site centers need
- Implementation process can be involved for enterprise setups
- Pricing typically requires consultation
6. Aaniie: Home care software serving childcare
Aaniie (formerly Smartcare Software) originated in home care but expanded to serve childcare facilities. The platform includes billing and time tracking features adapted from its home care roots.
Centers can use Aaniie for invoicing families and tracking staff hours. The platform's background in home care means some features translate well to childcare, while others are more home-care-specific.
Aaniie features
- Billing management: Invoice families and process payments through the platform.
- Time and attendance: Track when staff arrive and leave shifts.
- Family portal: Parents can access invoices and make payments online.
Aaniie pros and cons
Pros:
- Includes billing and time tracking in one system
- Experience serving care-based businesses
- Online payment processing available
Cons:
- Originally designed for home care rather than childcare specifically
- Some features may not align with preschool-specific workflows
- Less common in the traditional daycare software space
What should daycare billing software include for preschools?
At minimum, you need automated invoicing that sends tuition bills on a set schedule without manual effort. Look for autopay functionality that charges family payment methods automatically, plus late fee rules that apply penalties without awkward conversations.
Beyond basics, the billing software should handle payment plans for families who need flexibility, sibling discounts that calculate automatically, and deposit collection for enrollment holds. Integration with your attendance system helps reconcile billing with actual days attended.
Bloomily includes all of these billing features alongside staff timesheets, so tuition collection and payroll run from one dashboard. This eliminates the double-entry problem where you're tracking finances in multiple systems.
How do timesheets work in daycare management software?
Staff timesheets in daycare software typically let employees clock in and out through a kiosk, mobile app, or web portal. The system records hours worked and makes that data available for payroll processing.
More advanced platforms connect timesheet data to attendance records. When you know how many children are present and how many staff are clocked in, you can monitor ratios throughout the day and adjust coverage as needed.
Bloomily takes this further by including actual payroll runs within the platform. Instead of exporting hours to external payroll software, you can process compensation directly—saving time and reducing errors from manual transfers.
Why Bloomily is the best daycare software for billing and timesheets
Most daycare software forces a choice: either you get billing features without proper timesheets, or you get staff management without proper billing. Bloomily eliminates that tradeoff by building both functions into a unified platform from the start.
The real advantage comes from how everything connects. Your billing data, timesheet records, and attendance tracking all live in one system. This means Bloomily can show you real-time staff-to-child ratios based on who's actually clocked in, not just who's scheduled. It means families pay tuition and you run payroll without switching apps or reconciling exports.
For preschool directors tired of managing multiple subscriptions and manual workarounds, Bloomily offers a simpler path. Setup takes about 15 minutes with white-glove migration support, and the 60-day money-back guarantee means you can test it risk-free. Start your free trial with Bloomily to see how unified billing and timesheets work in practice.
FAQs about daycare software for billing and timesheets
Can daycare software handle both tuition billing and staff payroll?
Some platforms include both, but many separate these functions. Bloomily includes built-in payroll alongside tuition billing, allowing you to manage family invoices and staff compensation from one dashboard without external integrations.
How long does it take to set up daycare billing software?
Setup time varies significantly by platform. Bloomily typically takes about 15 minutes with white-glove migration support included. Other platforms may require days or weeks depending on data volume and configuration complexity.
Do I need separate software for staff timesheets?
Not necessarily. All-in-one platforms like Bloomily include staff time tracking and payroll alongside billing and attendance. This approach reduces the number of subscriptions you manage and keeps all your administrative data in one place.
What billing features matter most for preschools?
Look for automated invoicing, autopay functionality, late fee automation, and sibling discount rules. The ability to handle payment plans and deposit collection also helps manage family financial situations without manual tracking.
How do timesheets connect to ratio monitoring?
When timesheet data integrates with attendance tracking, the software can calculate real-time staff-to-child ratios. Bloomily uses this connection to show you current ratios based on who's actually clocked in and which children have checked in.
Frequently asked questions
- What is the best daycare software for billing and timesheets?
- Bloomily is the top-rated all-in-one option, combining tuition billing, staff timesheets, built-in payroll, and real-time ratio monitoring in a single platform. Other options like Procare and brightwheel offer billing and basic time tracking but lack full payroll integration.
- Can daycare software handle both tuition billing and staff payroll?
- Some platforms include both, but many separate these functions. Bloomily includes built-in payroll alongside tuition billing, allowing you to manage family invoices and staff compensation from one dashboard without external integrations.
- How long does it take to set up daycare billing software?
- Setup time varies by platform. Bloomily typically takes about 15 minutes with white-glove migration support included, while other platforms such as Procare may require days or weeks depending on data volume and configuration complexity.
- What billing features should preschool management software include?
- At minimum, look for automated invoicing, autopay, late fee automation, sibling discount rules, payment plan support, and deposit collection. Integration with attendance data helps reconcile billing with actual days attended.
- How do staff timesheets connect to ratio monitoring in daycare software?
- When timesheet data integrates with attendance tracking, the software calculates real-time staff-to-child ratios based on who is actually clocked in and which children have checked in. Bloomily uses this connection to support compliance and smarter scheduling.
- Do I need separate software for daycare staff timesheets?
- Not necessarily. All-in-one platforms like Bloomily include staff time tracking and payroll alongside billing and attendance, reducing the number of subscriptions you manage and keeping all administrative data in one place.
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