Child Care Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Child Care Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.


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First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.

Child Care Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

Child Care Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

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Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

Whether you own a daycare center, or are running a child care business solo, having a solid invoicing process should be among your top priorities. Sending professional invoices that your clients can easily understand, and most importantly, that get you paid quickly, is essential to ensure a good cash flow and reduce bad debt.

Working with families, and many times inside their homes can easily turn into more personal relationships, but don't let this distract you from the fact that you are running a business, and deserve to get prompt payment for your hard work. Not to mention, daycare services are tax deductible, so your clients will most of the time ask for an invoice in order to get you paid.

But you don't want to spend hours creating an invoice for every single client every time it's time to get paid. Especially if you have several clients, this time can quickly add up, and start taking a toll on you. The solution? Create a daycare invoice template so you can simply fill in some client-specific details, send it out and go on with your day. Let's go over the essential details to include in your template for flawless daycare invoices every time.

Essential Elements of a Child Care (Daycare) Invoice Template

When creating your child care invoice template keep in mind your clients need an easy-to-understand, itemized list of all charges, and easy-to-follow payment instructions. There are some basic but essential elements to have in place so you can send professional invoices and keep healthy business relationships.

Business Information

The first element of your daycare invoice template is all your up-to-date business information. Include your name (or daycare business name if it's registered differently), phone number, email, full address, and the required licensing information. You can personalize this section and make your business stand out by adding some industry-related imagery, or your daycare company logo if you have.

Another option is to add a couple of lines for any special certifications you may have such as first-aid training, language teaching, or special needs management.

Client Information

To keep a better record, and to give additional clarity as to who is held responsible for the payments, include a section with your client's name, address, and phone number. If you are sending an invoice via email, include your client's email address. Additionally, your daycare invoice template may also include a space for the name and age of the child.

Invoice Number and Date

Adding a unique invoice number will help you and your client keep track of different invoices and steer clear of any confusion when following up with payments. You should also include an invoice date, which is the date when it was sent out, not created. This will help you determine the payment due date and apply any late payment penalties accordingly. You can include the invoice due date in this section, or in the final section along with the payment terms.

Daycare Services Provided

Next on your daycare invoice template, is the detailed breakdown of the services provided. If you charge an hourly rate, specify how many hours were worked, the rate per hour, and then the total cost. When billing for multiple children, make sure to have separate lines for each and specify if the rate is different (rate may change depending on the children's ages or other factors). On the other hand, if you charge a weekly or monthly rate, just include the exact dates billed for (for each child) and the flat rate.

Extra Services

Sometimes you may provide extra services which you must include separately on your daycare invoice template. These can be providing lunch or snacks (which you purchased), running errands for the family, or taking special trips to a zoo or a museum. You may also add extra fees in the case of an out-of-work-hours or emergency child care. Make sure these additional charges are specified clearly (even if they were agreed upon previously) so your client doesn't have to get in contact with you again for clarification.


On your totals section, you want separate lines for the subtotal amount, then add any applicable taxes, and the total amount due. If you are giving your client a special discount such as an introductory offer, or multiple children discount, you can add it as a separate line in negative numbers after the subtotal, before you add the taxes. You can also add the discount as part of the service description, but it makes a bigger impact if the client sees it subtracted from the total amount, so this section is ideal for discounts.

Payment Details

Finally, your daycare invoice template should include a section to specify your payment terms and details. Make sure all accepted payment methods are included in your invoice, because this will make it easier for your client to pay on time. These can be online payments, cash, direct bank deposit, checks, and even debit or credit cards. Don't forget to include account numbers and account holder's name as well as mailing address for checks.

You should also specify the invoice due date, whether it is a specific date, or a certain amount of days after the invoice was sent out. Make a special note to let your client know about any late payment penalties that may apply after such date.


This is an extra section you can include to your child care invoice template to disclose any special terms or refund policy. It's also a nice gesture to the family if you include a short thank you message, or even mention any important achievements such as "Emma learned to count up to five in Spanish this week!" Of course, do so if you have the time, otherwise, come up with a generic message to use for all your clients.

Use Our Free Daycare Invoice Template

You already have a lot on your plate. All your attention is going to the children in your care, and you don't have a lot of time to waste behind a desk creating your own invoice template. Skip the headache and download Bonsai's free daycare invoice template! We provide an easy-to-use, fully customizable template that you can fill out in a matter of minutes to ensure all essential details are covered.

Save valuable time and focus on growing your daycare business. Let Bonsai help you with all things invoicing, from creating and sending out invoices, to sending payment reminders, and even applying late fees. We also have other tools to make your administrative tasks even easier, such as time tracking software, expense trackers, tax estimates, and even a fuss-free business checking account.

Frequently Asked Questions
Questions about this template.

What is a child care invoice?

A daycare or childcare invoice is a document form sent to a parent or guardian of child to request payment for care taking services. The billing request document should include your company information, the child's name, terms of service, hourly rate or fee, dates cared for and the total amount due.

Is there a free child caretaking invoice template?

Absolutely, try Bonsai's free invoice template for child care services. Simply add in the relevant details into our customizable template and send it off to parents/guardians for payment.

How do I make my own caretaking invoice?

You can take a blank sheet and write down the necessary billing info. An alternative would be to try Bonsai's free pre-made templates. They already include the unique invoice number, the client's name and address, the invoice date, when payment is due, the client's work description, contact information, your business logo, the client's payment details, and total cost of the services.