Home Daycare Spreadsheet, Tuition Tracker, Meal Counts and Tax Statements, Google Sheets and Excel

A home daycare spreadsheet and tuition tracker that turns your attendance log into family balances, CACFP meal counts, your time-space percentage and the year-end tax statements parents ask for - all in one file.

Most daycare templates are a sign-in sheet or a plain ledger. This kit does the bookkeeping: type attendance, meals, charges, payments and receipts once, and every balance, claim count and tax number works itself out. Nothing hidden: late families, missing receipts and over-capacity days are flagged on the Dashboard.

WHAT IT DOES FOR YOU
- Per-family balances: charges minus payments, as of the date you choose. Subsidy (agency) portions are split from the parent copay on every charge, so a family's balance counts only what the parents owe and the agency's balance is tracked separately.
- Tuition done right: a rate card with up to 8 codes (full time infant, toddler, preschool, part time, school age, drop-in), weekly and daily rates, a sibling discount applied by enrollment order, registration fees, drop-ins and credits.
- Late pickup fees: type the minutes late - (minutes minus your grace period) x your fee per minute.
- Late families flagged: owes money and no payment within your late-payment days? The family shows Late with the amount and days since the last payment.
- CACFP meal counts: log each meal with the number of children served. Rates come from an editable table by tier (I or II), region (contiguous states, Alaska, Hawaii) and date, with the July 2025 and July 2026 rates prefilled. A meal logged for more children than were present is flagged, not claimed.
- Time-space percentage: hours the home is used for daycare / 8,760 x square feet used regularly / total square feet, with exclusive-use rooms at 100% and proration if you opened part way through the year. Applied automatically to mortgage interest or rent, utilities, home insurance, repairs and internet.
- Expenses: every receipt with its category deciding 100% business or the time-space share, mileage at the IRS rate for the date, and missing receipts flagged but still counted so a cost is never lost.
- Tax Summary: Schedule C style estimate - gross receipts (parents, agencies, food program), deductible expenses by category, the IRS standard meal allowance option next to your actual food receipts, and a net profit estimate both ways.

PRINT-READY ONE-PAGE VIEWS
- Family Statement: pick a family and a month or year to date - charges, subsidy portion, payments and the balance due.
- Year-End Statement: the receipt parents need for IRS Form 2441 - total paid by the parents, agency payments listed separately, your tax ID and a signature line.
- Meal Claim: monthly counts by meal type and by day, plus attendance, in the layout sponsors ask for.
- Tax Summary, Time-Space worksheet, Family Balances and Dashboard each fit one letter page.

WHAT'S INCLUDED
- ReadyFileCo-Home-Daycare-Provider-Kit.xlsx with 15 tabs: Start Here, Settings, Children, Attendance, Charges, Payments, Meals, Expenses, Time-Space, Family Balances, Dashboard, Family Statement, Year-End Statement, Meal Claim, Tax Summary
- Quick-Start Guide (PDF) with a one-click "Make my copy in Google Sheets" link
- Example data for a fictional 8-child daycare (2026) so you can see how it works, plus easy steps to clear it
- Room for 12 children, 10 families, a full year of attendance, 600 charges, 600 payments, 800 meal rows and 600 expenses

EASY SETUP (ABOUT 20 MINUTES)
1. Settings: your daycare, tax ID, rate card, late fees, food program tier and home square feet.
2. Add children and families - one row per child.
3. Log attendance and meals, then charges, payments and expenses as they happen. Everything else updates on its own.

WORKS IN
- Microsoft Excel 2010 or newer (Windows or Mac)
- Google Sheets (free): use the link in the guide, or upload the file and choose File > Save as Google Sheets
- Not tested in Apple Numbers

PLEASE NOTE
- This spreadsheet organizes your daycare's records and estimates. It is not tax, legal or licensing advice. Check IRS Pub. 587 and Schedule C instructions, your food-program sponsor and your state licensing rules, or ask a tax professional. Not affiliated with the USDA, CACFP, any state agency or any food-program sponsor.
- This is a digital download. Nothing will be shipped. You'll get a .zip file (spreadsheet and guide) and a separate Quick-Start Guide PDF.
- License: for use by one daycare. Please don't resell or share the file.
- Colors on your screen may vary slightly from the listing images.
- This template was designed by ReadyFileCo with the help of AI tools.

★ GETTING READY FOR TAX SEASON?
The Family Tax Document Organizer checks off every W-2, 1099 and 1098 as it arrives, including the 1098 for the mortgage interest your time-space share applies to, and tells you when you're ready to file: https://www.etsy.com/listing/4602011643/tax-document-organizer-and-filing

Questions? Message ReadyFileCo on Etsy. I'm happy to help.