Running a babysitting business is more than just showing up to watch someone else's kids. You take on many roles: caretaker, teacher, nurse, and even friend. But at the end of the day, you're also a business owner. And like any business owner, you need to generate invoices for the services you provide.
If you're not sure how to create a babysitting invoice template, don't worry. We've got you covered. In this blog post, we'll walk you through everything you need to include on your template and how to format it. By the end, you'll have a professional-looking invoice that you can use for all your future babysitting gigs.
The Anatomy of a Babysitting Invoice Template
Often, people think of an invoice as simply a bill for services rendered. But a well-crafted invoice does much more than that. A good invoice:
- Clearly states what services were provided
- Lists the date(s) of the babysitting service
- Indicates the total amount due
- Provides contact information for both the babysitter and the parent
- May include a payment due date
Let's look at each element in detail.
The date is an important element to include on your invoice. It helps you track payments and late fees, as well as keep up with your bookkeeping.
You can find the date in the upper right-hand corner of most invoices templates. This can be as simple as the day you created the invoice or, if you're providing care on an ongoing basis, it can be a specific start and end date for that period.
If you're invoicing for a one-time event, be sure to include all relevant dates, such as the date of the event and when payment is expected.
Each invoice you send should have a unique invoice number. This is for your reference and helps you keep track of payments.
You can find the invoice number in the upper left-hand corner of most invoices. Simply enter the next available invoice number. If this is your first invoice, start with "001."
Be sure to include all of your business contact information on the invoice template, including your:
- Business name
- Phone number
- Email address
If you have a logo, feel free to include that as well. This is especially important if you're emailing or sending invoices electronically. Including your logo helps your clients identify the invoice as yours and not get lost in a sea of other emails.
Next, you'll want to include your client's information in the child care services invoice template. This is the child's parents or family you provided aid to.
Your client information should include:
- The name of the person or organization you're providing services to
- Their address (if you need to mail the invoice)
- Their email address (so you can send them a digital copy)
- Their telephone number (in case they need to reach you about the invoice)
This is where you itemize all the services provided during the specified period. If you offer different hourly rates for different services, make sure to list them all separately.
Some common babysitting services and activities include:
- feeding and changing diapers
- preparing meals
- doing laundry
- helping with homework
- playing games and sports
- reading books
If you provided transportation or ran errands for the family, make sure to list those services as well when you request payment.
Be sure to include the rate for each service as well. For example, if you charge $15/hour for babysitting, be sure to list that next to the number of hours you worked.
Extra Services Provided
If you went above and beyond your usual duties, make sure to list those services as well in your invoice template. Babysitting services can often take many forms, and you may need to provide an extra service in certain situations.
For example, if you picked up the kids from school or helped with a school project, list those activities separately.
After you've itemized all the services provided, you'll need to calculate the total amount due. This is simply the sum of all charges for the services provided.
If you're providing care on an ongoing basis, you may want to list the total amount due for that period (weekly, bi-weekly, monthly).
For example, let's say you provided 20 hours of babysitting services for one child at $15/hour. The total amount due would be $300.
If you're providing a one-time service, such as transportation to and from an event, you can calculate the total charge by multiplying the number of miles driven by your hourly rate. For example, if you charge $0.50/mile and drove 50 miles, the total charge would be $25.
Be sure to include the total amount due at the bottom of your invoice.
The last section of your invoice is where you include all the necessary information for clients to make a payment. This includes how they should pay (check, cash, PayPal, etc.) when they should pay (upon receipt, within 30 days, etc.), and any other relevant details.
You may also want to include your bank account information or mailing address if you prefer clients to send a check.
Thank You Note
To show your appreciation, you may want to include a thank you note at the bottom of the invoice. This is a nice way to build relationships with clients and encourage them to use your services again in the future.
Appreciation notes can be as simple as, "Thank you for your business!" or "Thank you for choosing me to provide child care services."
You may also want to include a note about looking forward to working with the family again in the future.
Use Bonsai's Free Babysitting Invoice Template
Creating a professional-looking invoice doesn't have to be difficult or time-consuming. To save you time, we've created a free babysitting invoice template that you can use.
Simply download the template, fill in your information, and send it off to clients. You can also customize the template to better suit your needs. Thanks to our babysitting template, you don't have to spend hours trying to understand the ins and outs of programs such as Google Sheets, Google Docs, Microsoft Excel, and Microsoft Word.
If you're looking for a more comprehensive solution, our invoicing software comes with everything you need to streamline your billing process. With our software, you can create and send invoices in minutes, track payments, and manage your business finances all in one place.
Sign up for a free trial today to see how easy it is to get started.