Childcare billing software that saves you hours.
Stop chasing payments. Childcare billing software that automates tuition invoicing, payment collection, and financial tracking.
Set up in an afternoon60-day money-backSee the price
Today
41 children are here now, and every room has enough teachers.
Money
2 families owe $940, and $38,620 came in over the chosen period.
Messages
1 family is waiting for an answer.
Lucía Alvarez
Sunshine Preschool
What is childcare billing software?
Childcare billing software automates the financial operations of daycares, preschools, and childcare centers. Instead of manually creating invoices, chasing payments, and tracking who paid, billing software handles it all automatically.
Bloomily includes recurring invoicing, ACH and credit card processing, and auto-pay enrollment. It also handles late fees, subsidy tracking, and financial reporting. A center no longer chases every family for every payment, every month.
The invoices went out while you were locking up.
Manual billing vs. automated billing.
See how childcare billing software eliminates the tedious tasks that consume your week.
| Manual process | With Bloomily |
|---|---|
| Creating invoices manually each month | Invoices generate automatically on schedule |
| Chasing parents for late payments | Auto-pay collects payments automatically |
| Tracking who paid and who didn’t | Real-time payment status dashboard |
| Calculating late fees manually | Late fees apply automatically per policy |
| Reconciling bank statements | Payments match automatically to families |
| Generating end-of-year tax forms | Year-end statements generated automatically |
Childcare billing features.
Automate tuition collection and financial management.
Set up tuition plans once, and invoices generate automatically. Weekly, bi-weekly, or monthly billing cycles with automatic amount calculations.
Families pay by bank transfer (ACH) or card. The processing fee is 3.5% on cards, plus $0.30 on payments under $60, and 1% on bank transfers. A bank transfer fee is at least $0.50 and never more than $8. Parents choose their preferred method and save it for auto-pay.
Automatic email and push notification reminders before and after due dates. Customize timing and messaging to match your policies.
Automatically apply late fees based on your policies. Flat fee or percentage, with grace periods and customizable rules.
Track government subsidies (CCDF, state programs) and employer childcare benefits. Split invoices between parent-pay and subsidy portions.
Revenue reports, aging reports, payment history, and a year-end statement with every payment and your tax ID. Export them for your accountant.
Transparent payment processing.
| Payment method | Rate | Good to know |
|---|---|---|
| ACH bank transfer | 1% ($0.50–$8) | Costs less than a card on tuition payments. |
| Credit/debit card | 3.5% + $0.30 under $60 | All major cards accepted. Your program chooses who covers the fee. |
- Can invoices include tuition, registration fees, camp add-ons, credits, and late fees?
- Can the system show parent-pay and subsidy balances separately?
- Can families enroll in AutoPay and update saved payment methods themselves?
- Can staff record manual payments without losing the audit trail?
- Can directors export payment history for an accountant or bookkeeper?
- Can the billing system connect to attendance, enrollment, and family records?
Recurring tuition and schedule-based charges
Childcare billing is usually a mix of recurring tuition, schedule changes, discounts, deposits, and registration fees. Late pickup fees and occasional credits come up too. Bloomily helps directors create predictable tuition plans while still handling the exceptions that happen in real centers. Families can see invoices and balances in the parent app. The office can review which payments are pending without checking a separate processor dashboard.
Subsidies, split payers, and agency reporting
Many centers need to track parent-pay balances separately from subsidy, voucher, employer benefit, or agency amounts. The operational requirement is not just collecting a payment. It is knowing which portion a family owes and which portion an agency owes. It is knowing what documentation is needed. And it is explaining the balance to a parent quickly.
Late fees and payment reminders
Late payment follow-up is one of the highest-friction administrative tasks in childcare. A consistent system should send reminders and show when a family has viewed an invoice. It should support AutoPay and apply the center’s late fee rules consistently. That reduces awkward conversations and prevents directors from becoming the payment reminder system.
ACH for recurring tuition
ACH is often best for recurring tuition because fees are lower. Families do not need to update expired cards as often. Bloomily lists ACH clearly in the payment flow and supports AutoPay. Families can keep weekly or monthly tuition on schedule.
Cards for convenience and one-off balances
Cards are useful for registration fees, deposits, camp balances, and families that prefer rewards or credit flexibility. Directors should make sure card fees are communicated clearly. Invoices should still reconcile back to the family account.
Manual records for cash, check, and subsidy adjustments
Even centers that prefer online payments still need clean records for cash, checks, subsidy adjustments, credits, and write-offs. A complete billing workflow keeps those records attached to the child and family account. End-of-year statements and balance questions are then easier to answer.
Aging reports are only useful when balances are trusted
An aging report is not helpful if the underlying family balance is unclear. Is a balance parent-pay, subsidy, registration, camp, a late fee, a credit, or a failed payment? Directors need to know. Bloomily keeps the billing context connected to the family account. The office can answer balance questions without reconstructing history from bank deposits and email threads.
AutoPay needs parent confidence
Families are more likely to enroll in AutoPay when invoices are clear and payment methods are plain. Reminders should be predictable, and receipts should be at hand. If parents do not trust the invoice, they will avoid automatic payment. Billing software should make charges transparent enough that AutoPay feels convenient instead of risky.
Subsidy tracking should not hide parent balances
Subsidy and voucher workflows create confusion when directors cannot quickly separate agency responsibility from family responsibility. A center may need to invoice the family for one amount and record expected subsidy for another. Then it must explain both during pickup. The billing workflow should make those responsibilities visible without building a separate spreadsheet for each agency.
Late fees work best when they are consistent
Late fees are difficult because they combine money, policy, and relationships. When late fees are applied inconsistently, parents feel singled out and staff feel uncomfortable. Software helps by applying the same grace periods, due dates, reminders, and fee rules each time. Directors can still make exceptions, but the baseline policy stays clear.
Billing should connect to enrollment and program changes
Childcare billing changes when a child adds days, moves classrooms, receives a discount, or pauses enrollment. If enrollment and billing are separate, the office has to remember to update the invoice manually. Bloomily keeps those changes close to billing. Directors have fewer chances to miss a charge or credit.
Failed payments need a workflow
A failed card or ACH payment should not become a sticky note on the director’s desk. The system should show the failed payment, notify the family, and allow a payment method update. It should preserve the invoice history and keep the balance visible until resolved. A clean failed-payment workflow protects cash flow without turning every failure into a manual follow-up project.
Final evaluation checklist for billing software
Before choosing, test one recurring invoice, one partial payment, one late fee, and one subsidy split. Then test one failed payment, one refund, one credit, and one parent statement. The right childcare billing software makes each scenario clear to the director. Where appropriate, the parent sees it too.
Why Bloomily keeps billing close to daily operations
Billing questions rarely happen in isolation. They connect to enrollment, attendance, family messages, and policy decisions. Bloomily keeps billing next to your daily operations. Directors can see the story behind a balance, not a disconnected finance task.
Questions, answered
Childcare billing software automates tuition invoicing, payment collection, and financial tracking for daycares and preschools. It replaces manual invoicing with automated recurring billing, online payments, subsidy tracking, and late fee automation.
Bloomily is one flat price per location, whatever your enrollment. See your exact price on our pricing page.
Yes, most billing software can track government subsidies (CCDF, state programs) and employer childcare benefits. Look for software that splits invoices between parent-pay and subsidy portions.
ACH bank transfers are most popular (50-60%) due to lower fees, followed by credit/debit cards (30-40%). Auto-pay enrollment typically reaches 70-80% when offered.
Invoicing, payment reminders, reconciliation, late fees, and reporting all run automatically instead of by hand. Most of the time back comes from auto-pay, which collects tuition without a monthly chase.
Check us before you commit.
Three things directors ask before they start, answered where you can read them.
Every fee on the page.
Cancel within 60 days of your first charge, and your money comes back automatically.
How the guarantee worksHelp whenever you need it.
AI help is built in, plus full support from our team. Ask a question, and it answers from your own records.
How AI help worksChildren’s data deserves grown-up care.
Encrypted on the way and at rest. Each program’s records are walled off. We never hold card numbers.
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$249 a month per location.
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