Can parents pay online?
Yes. Parents can pay tuition by card through their parent portal. Payments are applied to their invoice automatically and reflected in their balance.
Daycare & Childcare Billing Software That Automates Tuition
Manual billing steals hours every week. Caredence replaces spreadsheets, paper invoices, and payment reminders with automated tuition schedules, online parent payments, and clear financial reports—so you get paid on time without the chase.
Stop chasing tuition payments
Running a daycare means billing families on different schedules and reconciling payments across multiple apps. Caredence's billing software brings every invoice, payment, and balance into one place. Set your tuition plans once, and Caredence automatically generates invoices, sends them to parents, and records payments as they come in.
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Automated Invoicing and Tuition Schedules
Create tuition plans by weekly, biweekly, or monthly cadences and assign them to children in a few clicks. Caredence generates invoices automatically on the schedule you choose, so your staff never has to build another invoice from scratch.
Add one-time charges for registration, supplies, or extra days directly to a child's balance. Each invoice is clearly itemized, so parents understand exactly what they owe and why.
The result is fewer billing errors, less back-and-forth with families, and a predictable revenue flow that matches your enrollment.
Online Card Payments, Autopay, and Reminders
Parents pay tuition by card directly from their phone or computer through their parent portal. No checks, no Venmo, and no manual deposit tracking for your team.
Caredence automatically applies payments to the right invoice and updates each child's balance in real time. Parents see their current balance and payment history at a glance, so you spend less time answering questions about what's been paid.
Staff can send a reminder for an unpaid invoice manually at any time or record a payment taken outside the app.
Automatic payment reminders email both parents about unpaid invoices on a schedule each center sets: a set number of days before the due date, on the due date, and every few days after it's overdue, up to a limit you choose. Reminders stop once the invoice is paid.
Parents or staff can turn on autopay so each recurring invoice is charged to the parent's saved card as soon as it's created. If a charge fails, the parent and center are emailed and the invoice stays open to pay manually.
Each center connects its own Stripe account, so parent card payments and autopay go straight to the center and Stripe pays out to the center's bank. Caredence doesn't take a fee from payments.
Reports for Accountants and Directors
Pull billing information by child or date range in seconds. Caredence tracks every invoice, payment, and outstanding balance so you always have a complete financial record.
Export clean summaries for your accountant or board at tax time or during audits. Directors can see outstanding balances, revenue trends, and past-due accounts without digging through spreadsheets.
Individual invoices download as PDFs, making it easy to share or print records when needed.
Parents get a receipt emailed after each online card or autopay payment, and can download a receipt for any paid invoice from Payment History in the parent portal.
At year-end, parents can download a tax statement for each child from the parent portal, listing every payment and the total paid for the year.
Caredence vs. spreadsheets and manual bookkeeping
Manual billing steals hours every week and hides money you're already owed. Here's how Caredence changes the math.
Spreadsheets & manual bookkeeping
Caredence childcare billing
Rebuild invoices in a spreadsheet every billing cycle
Recurring invoices generate automatically on your schedule
Chase payments over text, email, and paper notes
Parents pay by card from their phone; autopay and automatic reminders are available
Hunt through email to find what a family already paid
Full payment history sits on the child's record
Track overdue balances by hand (or lose track of them)
Outstanding balances surface in the financial dashboard
Rebuild reports for audits and accountants by hand
Pull revenue, payment, and balance reporting in two clicks
Why daycare centers move off spreadsheets
Most daycare owners start with a spreadsheet and a shared inbox. Once a program grows past a small handful of families, late-payment tracking can become a part-time job, monthly reconciliation eats a full day, and every price change means updating dozens of rows by hand.
Purpose-built childcare billing software fixes the underlying problem: tuition, attendance, discounts, and payments all live in the same system as the child's enrollment record. When a family changes schedules, you adjust the plan once. When a payment clears, the balance updates automatically and the family's history stays intact.
The payoff is practical: invoices generate and send on a schedule instead of one at a time, and parents pay from the same app where they check their child's daily report.
Part of the Caredence platform
Billing works best alongside the full childcare management software. Pair it with childcare attendance software to bill accurately from real check-in data, and the childcare management app so parents pay from their phone.
Billing questions
Can I set up recurring invoices?
Yes. You can set weekly, biweekly, or monthly tuition schedules for any child, and Caredence generates and sends invoices automatically.
Can I export billing data for my accountant?
Yes. You can export billing reports, payment histories, and outstanding balances by date range or center, ready for your accountant or bookkeeping software. Individual invoices download as PDFs.
Can I send reminders for unpaid invoices?
You can send a reminder manually to both listed guardians directly from an invoice. You can also turn on automatic reminders that go out before the due date, on the due date, and after it's overdue.
Can parents see their payment history?
Yes. Parents have access to their full payment history and current balance inside the Caredence parent portal.
Do parents get receipts and year-end tax statements?
Yes for receipts. Parents get a receipt emailed after each online card or autopay payment, and can download a receipt for any paid invoice from Payment History in the parent portal. Parents can also download year-end tax statements from the parent portal.
Can parents set up autopay?
Yes. Parents or staff can turn on autopay so each recurring invoice is charged to the parent's saved card as soon as it's created. If a charge fails, the parent and center are emailed and the invoice stays open to pay manually.
Does Caredence handle subsidies and vouchers?
Caredence does not include a dedicated subsidy or voucher module. Centers typically invoice the family portion and track agency-paid amounts separately.
Is Caredence full childcare billing software or just invoicing?
It covers recurring tuition invoicing, online card payments, payment history and balances, invoice PDFs, manual and automatic reminders, autopay, and financial reporting.
Ready to automate your daycare billing?
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