For childcare professionals · Free childcare invoice templatesClear care hours.
Clear parent
payments.

Open the invoice generator with childcare selected. Add your name and the family's, the care period, each day's hours or a weekly total at your rate, and any supplies or mileage you paid for on their own lines. Download the PDF or send it, and keep a copy.

Yes. Every field is editable: your business name, the family's details, the lines, rates, notes and terms. Switch between designs at any time and your details stay, then download a PDF or PNG.

Add the link you already use, such as PayPal, a Stripe link, Venmo or Cash App, and the invoice carries it with a QR code that opens it. Parents pay you directly; InvoiceTools does not take or hold the money.

Yes. Make a receipt when a family pays, with the dates covered, the amount and how they paid. The account statement lists every invoice and payment for a family over a period, which helps at the end of the year.

List each day with the hours worked, overnights as their own charge, and any late pickups at the rate you agreed. Add mileage and money you spent on outings as reimbursements, separate from your pay. Many parents claim childcare costs through a dependent care account or a tax credit, which asks for the provider's name, address and taxpayer ID, so be ready to put yours on the invoice.

Families weigh the number of children and their ages, whether you drive, cook or help with homework, your CPR and first aid training, your experience, and what care costs locally. Nights, weekends and short-notice bookings often carry more. The generator opens that line at $18.00 so the invoice is not blank; replace it with the rate you agreed with the family.

Either works if it is agreed in writing. Paying afterward for hours worked suits occasional sitting. For a regular arrangement, some nannies bill at the start of the week or take a deposit to hold a place over the summer. Guaranteed hours, where the family pays for the agreed schedule even when they cancel a day, protect your income and belong in the agreement.

Put a cancellation policy in your care agreement: how much notice the family must give and whether a short-notice cancellation is billed in full. Then bill it on its own line with the date, so the charge points back to what they signed. For late payment, charge a late fee only if the agreement names one; otherwise pause new bookings until the balance clears.

Most states do not apply sales tax to babysitting or in-home nanny care, but check yours. The bigger question is your status: a nanny who works in one family's home on their schedule is often treated as that family's household employee rather than a contractor, which changes who handles payroll taxes and whether an invoice is the right document at all. A tax professional can confirm.

Invoice each family separately for its share of the hours, with the split you agreed written on the line, such as a rate per child or an even split of the hourly rate. Expenses for one family's child go only on that family's invoice. Separate invoices mean one family paying late does not hold up the other's payment or muddy the records.

Many caregivers set a flat rate per night for the sleeping hours and bill the evening and morning routine at the hourly rate, or fold both into one night rate. Say on the line which hours the night covers and what happens if a child is awake for long stretches, so a rough night is not a dispute when the invoice arrives.