Home Daycare Spreadsheet | Childcare Tuition, Attendance, Tax Tracker (Digital Download)

HOME DAYCARE & IN-HOME CHILDCARE PROVIDER BUSINESS TRACKER

🎁 FREE BONUS INCLUDED — Time-Space Deduction Calculator (a $22 value): calculates your time-space percentage so you claim every dollar of the home-daycare tax deduction. Yours free with this template.

There are hundreds of spreadsheets for the parent paying for childcare. There is almost nothing for the woman running it.

This one is for you.

THE FOUR NUMBERS YOU CANNOT SEE RIGHT NOW

In the sample daycare loaded in this file, the provider is carrying $3,947.00 of unpaid tuition across 5 invoices - 3 of them already past her own 10-day window. She has earned $807.00 in late pick-up fees this year, from 807 minutes she would otherwise have waved off at the door. She has 2 licensed slots sitting empty with 4 families on the waitlist. And her time-space percentage is 22.0%, which turns $36,088 of ordinary household bills into $7,947 of business deduction.

She did not type any of those numbers. The file worked them out.

WHAT'S INCLUDED - 14 TABS, 4,451 WORKING FORMULAS

- Dashboard - the whole daycare on one screen, with eight plain-English lines telling you exactly what needs attention today
- Start Here - five-minute setup and the four rules that keep every figure honest
- Settings - capacity, hours, late pick-up grace and fee, sibling discount, overdue window, mileage rate, food reimbursement rates, floor area and business hours. Nothing is hard-coded anywhere else in the workbook
- Children - roster with parent and emergency contacts, allergies, authorised pick-up list and immunisation flag, plus hours, absences, late fees, billed, paid and balance per child, and an Action Needed column that tells you who to chase
- Attendance - contracted hours against actual hours, absences, sick days and closures, with late pick-ups priced to the minute
- Tuition - invoices that pull in the rate, the sibling discount and that period's late pick-up fees for you, then flag themselves OVERDUE on your own schedule
- Payments - every payment against its invoice, feeding balances back to three other tabs
- Capacity & Waitlist - licensed slots by age band against who is actually enrolled, open slots, and the waitlist with deposits held and days waiting
- Expenses - marked Direct or Shared home, with mileage worked out at your own rate
- Time-Space - the shared-home calculation, step by step, applied to every household cost
- Food Program - meals and snacks served, priced at your current reimbursement rates
- Compliance - licence, inspection, insurance, certification and immunisation dates with a live countdown and colour-coded status
- Parent Statement - pick a child, hand the family their year-end total
- Lists - every dropdown option, yours to edit

THE FOUR THINGS A GENERIC BOOKKEEPING TEMPLATE CANNOT DO

THE TIME-SPACE PERCENTAGE, CALCULATED FOR YOU. This is the single most valuable and most misunderstood number in in-home childcare, and no general small-business template knows it exists. Type your business-use floor area, your total floor area, and the hours a week your home actually works for you - care hours plus prep, cleaning, shopping and paperwork. The file works out your space percentage, your time percentage, multiplies them, and then applies the result to rent or mortgage interest, property tax, insurance, electricity, gas, water, internet, repairs, lawn care and security. Every one of those inputs is a labelled cell you control.

LATE PICK-UPS THAT ACTUALLY GET BILLED. Every provider has a late fee in her handbook and almost none of them collect it, because at 5:47 on a Friday you are holding a toddler and doing mental arithmetic. Type the real pick-up time. The file subtracts your grace period, prices the rest at your per-minute rate, and drops the fee straight onto that family's next invoice. In the sample year that is $807.00.

TUITION THAT CHASES ITSELF. Add one row per child per billing period. The rate comes from the roster, the sibling discount applies itself, that period's late fees are pulled in automatically, and the moment an invoice passes your own overdue window it turns red and says so. The Dashboard tells you the total owed and how many families are past due, and the Children tab tells you which ones.

THE JANUARY STATEMENT, IN ABOUT A MINUTE. Every family asks for their year-end total in the same week. Open the Parent Statement tab, pick a child from the dropdown, and it fills in your business name, your tax ID exactly as you want parents to record it, a month-by-month breakdown of what that family actually paid, and the annual total. Then pick the next child.

AND THE THINGS THAT KEEP YOU LICENSED

Licence renewal, annual inspection, background check, paediatric CPR, food handler certificate, fire extinguisher service, alarm checks, evacuation drills, consent forms and missing immunisation records - all on one tab with days remaining and a status that goes gold at Due soon and red at OVERDUE. The alert window is yours to set. In the sample file 6 renewals are inside it right now, and 2 enrolled children have no immunisation record on file, which is exactly the thing an inspector opens with.

NOTHING IN THIS FILE GOES STALE

There is not a single hard-coded tax rate, mileage rate, reimbursement rate, fee threshold or deadline anywhere in this workbook. Childcare licensing rules, food program rates and mileage rates differ by state and by country, and they change every year. So every one of them is a clearly labelled cell on the Settings tab that you type in - and the whole file re-prices itself the moment you change one.

HOW IT WORKS

1. Open it in Excel or Google Sheets. No app, no login, no subscription.
2. Fill in the Settings tab. About five minutes.
3. Put your children on the Children tab and your licensing dates on the Compliance tab.
4. Log attendance, meals and costs as you go. Twelve tabs calculate themselves from there.

WHO THIS IS FOR

Licensed and registered family childcare providers running 4 to 12 children out of their own home, self-employed, no bookkeeper, currently tracking tuition on a paper calendar and dreading both the tax return and the licensing inspection.

COMPATIBILITY

Works fully in Microsoft Excel (2016 or newer, Windows and Mac) and in Google Sheets. There is one file and it runs in both - step-by-step Google Sheets instructions are at the bottom of this listing. Every formula, dropdown and colour rule works in either program. No array formulas, no macros, no add-ons.

A full sample daycare is already loaded - 11 children, 552 logged days, 30 invoices, 27 expenses and 15 compliance deadlines - so you can see exactly how every figure behaves before you touch it. Delete the samples when you are ready and put your own daycare in.

INSTANT DOWNLOAD

The file is available immediately after purchase. Nothing is shipped.

FREE CUSTOMIZATION INCLUDED. If you need a column changed, a category added or a fee that works differently, message the shop and we will change it for you.

A video tutorial walking through the whole workbook is linked in your download.

Thank you for supporting a small shop.

- ReadySheetGo

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DIGITAL PRODUCT - NOTHING WILL BE SHIPPED. Due to the instant-download nature of this file, all sales are final. If anything is not working the way you expect, message us and we will fix it.

This workbook is a record-keeping tool, not tax advice. What you can deduct depends on your own circumstances and your own country's current rules - check them, or ask your tax preparer.

📗 HOW TO OPEN IN GOOGLE SHEETS (free & easy):
This is one file that works in BOTH Excel and Google Sheets — there's no separate file to find, you just import the download once:
1. Go to sheets.google.com and open a blank spreadsheet
2. Click File ▸ Import ▸ Upload
3. Drag in the .xlsx file you downloaded from this order
4. Choose "Replace spreadsheet" and click Import data
All tabs load as a full Google Sheet saved in your Drive — edit it on any device. (Prefer Excel? Just double-click the file to open.)

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VIDEO TUTORIAL INCLUDED
This template comes with a step-by-step video walkthrough to help you get set up in minutes. Your tutorial link is included with the instant download.