Schedule-Based Childcare Billing
Let the Schedule Handle Most of Your Billing
For programs with consistent room rates and child-specific discounts, CareDay calculates tuition directly from each child's schedule. Room moves, partial billing periods, and discounts are handled automatically, so administrators only set up billing for the exceptions.
Billing That Follows Enrollment
Change the Schedule Once. Billing Follows Automatically.
A child starts midway through a billing period, changes days, moves to a new room, or receives a discount. In many systems, your team must update enrollment and then remember to adjust a separate billing plan.
CareDay connects tuition directly to each child’s living schedule. For families using your standard room rates and discounts, the appropriate charge is calculated from the care you have already scheduled.
Keep the schedule accurate, and CareDay handles the routine billing calculation. Your administrators focus only on the exceptions.
One Schedule, One Automatic Calculation
Change the Schedule Once. CareDay Calculates the Charge.
In a typical CareDay program, 80% to 90% of families use schedule-based billing. Administrators do not create or maintain a separate billing plan for those families.
Update the Living Schedule
Enter the child's room, scheduled days, start date, transition date, and applicable discount once.
CareDay Calculates the Amount
CareDay applies the correct room rate and discount, including partial periods and mid-cycle room changes.
Administrators Skip the Billing Setup
The calculated charge reaches the family record without a separate recurring transaction or billing plan to maintain.
Clear Billing Records for Your Team and Families
Keep Every Charge, Payment, and Balance Easy to Understand
CareDay brings schedule-based charges, discounts, credits, payments, and balances together at the family level. Administrators can see how each amount was created, and families receive a clearer record of what was billed and paid.
- Review the family's complete billing and payment history
- Trace schedule-based charges back to the correct care and rate
- Explain adjustments, credits, and outstanding balances more easily
- Keep billing connected across siblings and changing schedules
Accurate charges. Clear balances. One complete family billing record.
Flexible for the Exceptions
Use Recurring Transactions or a Billing Plan Only When Needed
Schedule-based billing handles room rates and child-specific discounts for most families automatically. When a child's pricing, payer arrangement, or care schedule requires something different, your team can create an exception and keep it connected to the same family billing record.
Exception Billing Plans
Create a custom plan for children whose individualized pricing or schedule requires one.
Split-Payer Billing Plans
Use a billing plan when an amount needs to be divided between a parent and a subsidy payer.
Recurring Charges
Add repeating items such as supply fees, transportation, or program charges.
One-Time Charges
Post late pickup fees, special purchases, and other individual transactions.
Billing Notes
Keep important billing context visible before your team processes tuition.
Write-Off Tracking
Apply and track write-offs when a balance cannot be collected.
Future Tuition Visibility
See Expected Tuition Before It Reaches the Family Record
Because schedule-based charges are connected to each child's future enrollment, CareDay helps your team understand expected tuition beyond today's roster. See how upcoming starts, room moves, discounts, partial periods, and departures can affect revenue months or years ahead.
Explore how CareDay connects billing with enrollment management and business reporting and insights.
The billing in CareDay makes it so much easier than having to go through two software systems. It allows for more transparency with families and less work on admin/staff.
Laura S.
Childcare Center Owner, Ohio
A Focused CareDay Demo
See How Schedule-Based Billing Could Work for Your Program
We will focus the demo on your room rates, discount rules, schedules, family billing records, future revenue visibility, and the exception billing your team wants to simplify.
REQUEST YOUR PERSONALIZED DEMO