Daycare Attendance & Billing Tracker, Auto Invoices, Tax Statements (Digital Download)

5 QUICK ANSWERS BEFORE YOU BUY

1. Can it handle part-time, hourly, drop-in and CCAP children?
Yes. For each child, pick Weekly, Monthly, Daily, Hourly or Drop-In. You can add your own rates and a sibling discount. For CCAP or other subsidy children, an agency pays part of the bill. You split that share by percent or by dollars, so parents only get billed for their part.

2. Does attendance really turn into invoices by itself?
Yes. Type sign-in and sign-out times, or a code (P, A, S, V or H). The sheet works out days present, hours in care, absences, late pickups and late fees. Pick a family and a month, and a ready-to-print invoice shows up. It lists the last balance, payments and what is due now.

3. Do I need a paid subscription?
No. It works with a free Google* account. It also works in Microsoft* Excel* 2019, 2021, 2024 or Microsoft 365* on Windows* or Mac*. You get both versions right away. Each one has a Light and Dark theme switch.

4. I'm new to spreadsheets. Will I break it?
Most likely not. White cells are for typing, and gray cells fill in by themselves. A soft warning pops up before you type over a formula. If you do delete one, the Formula Backup tab puts it back.

5. Does it help at tax time?
Yes. With one click, each family gets a year-end tax statement. It shows your Tax ID and what they paid each month. Parents can use it for IRS Form 2441 and dependent-care FSA claims. The Tax Center works out your Time-Space percent, costs by type, mileage and a rough net profit. These numbers are estimates, not tax advice.

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This tracker is for home daycare providers and small child care centers. It turns daily sign-ins into tuition, late fees, invoices, receipts and year-end tax statements.

It has 28 tabs and more than 19,500 formulas, all set up for you, and there is no monthly fee. It works in Google Sheets* or Excel*.

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WHAT'S INSIDE (28 TABS)

Start Here
A welcome page that helps you set up your tracker.

Dashboard
10 cards that update as you go: billed, collected, what parents owe, what agencies owe, how full you are, net profit, waitlist and health alerts. It also has a month-by-month table and chart, and the biggest balances due.

Settings
Set your rates and your choices once here. The other tabs use them.

Families
Room for 50 families and their parent details.

Children
Room for 40 children. Pick a rate type for each child.

Jan
Attendance for January. Type sign-in and sign-out times, or a code (P, A, S, V or H). Days present, hours, absences, late pickups and fees work themselves out.

Feb
Attendance for February, set up the same way.

Mar
Attendance for March, set up the same way.

Apr
Attendance for April, set up the same way.

May
Attendance for May, set up the same way.

Jun
Attendance for June, set up the same way.

Jul
Attendance for July, set up the same way.

Aug
Attendance for August, set up the same way.

Sep
Attendance for September, set up the same way.

Oct
Attendance for October, set up the same way.

Nov
Attendance for November, set up the same way.

Dec
Attendance for December, set up the same way.

Extra Charges
Add extra charges and credits to a family's bill.

Payments
Log each payment. Every payment gets its own receipt number.

Invoice
Pick a family and a month, and a ready-to-print invoice shows up. It lists the last balance, payments and what is due now.

Receipt
A receipt you can print for each payment.

Tax Statement
A year-end statement for each family, for Form 2441 and FSA claims. It shows your Tax ID and what they paid each month.

Expenses
Log your daycare costs. The Tax Center sorts them by type.

Mileage
A log of the miles you drive. The Tax Center adds them up.

Tax Center
A Time-Space percent calculator, costs by type, mileage and a rough net profit.

Sign-In Sheet
A weekly paper sign-in sheet you can print. Your active children are already filled in.

Billing Engine
Does the billing math in the background. You don't need to type here.

Formula Backup
Can put back any formula you delete by mistake.

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KEY FEATURES

• 5 rate types: weekly, monthly, daily, hourly and drop-in. You can also add your own rates and a sibling discount.
• Late pickup fees: set a grace period, a flat fee and a per-minute fee. Late sign-outs turn orange, and the fee goes on the invoice.
• Subsidy and CCAP split: set the agency's share by percent or by dollars. It is tracked apart from what the parent pays.
• Family details: keep who may pick up, emergency contacts, allergies and a waitlist. You also get alerts when shots (immunizations) are coming due.
• Weekends and your holidays get shaded on the attendance tabs for you.
• Light and Dark themes: switch between them with one dropdown.

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WHO IT'S FOR

• Home daycare providers and family child care homes
• In-home preschools, nanny shares and after-school programs
• Small child care centers that bill both families and agencies

One thing to know: the tax figures are estimates. They are not tax advice.

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WHAT YOU GET (INSTANT DOWNLOAD)

• Google Sheets Download Link PDF. Click the link inside and a copy saves to your own Google Drive*.
• Excel* file (.xlsx)
• 7-page Instructions PDF. It shows how to resize cells without breaking formulas.
• A PDF with the link to a YouTube* video. It's an 8-minute, step-by-step walkthrough with chapters and captions. It goes from Settings and your first family to attendance, invoices, tax statements and the Dashboard.
• Tested with no errors in Google Sheets* on the web and in Excel* 2019 or newer.
• Both files come blank, ready for your own families.

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HOW TO START

1. After you buy, go to your Etsy* Purchases page to get the files. Etsy* also emails you the link.
2. Open the Excel* file on your computer. Or open the PDF and click the link to make your own Google Sheets* copy.
3. Follow the Instructions PDF or the video, and add your families and rates in the white cells. The Dashboard fills in as you go.

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NEED HELP?

Send ProFormaGRID a message here on Etsy*. We read every message and will help you sort it out. You can also download your files again any time from your Purchases page.

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THE FINE PRINT

This is a digital download, so nothing will be mailed to you. It is not made to order. It's for personal use only. Please don't resell, share, copy or rebuild this file, in whole or in part. Copyright ProFormaGRID. All rights reserved.

Tax figures are estimates. They are not tax advice.

*Google Sheets, Google Drive, Google and YouTube are trademarks of Google LLC. Microsoft, Excel, Microsoft 365 and Windows are trademarks of Microsoft Corporation. Mac is a trademark of Apple Inc. Etsy is a trademark of Etsy, Inc. ProFormaGRID is an independent shop and is not connected to, endorsed by or sponsored by these companies.