Your daycare's finances, handled with care
Full accounting coverage shaped around how child care centers actually operate — enrollment billing, payroll, subsidy tracking, and reports that make sense the first time you read them.
Talk to us about your centerWhat this service delivers
Accounting that keeps pace with your enrollment, not just your calendar
Monthly clarity
Enrollment-based revenue summaries and per-classroom expense breakdowns land on your desk every month — organized, readable, and timely.
Payroll that adds up correctly
Staff compensation processed accurately across all roles. No more piecing together hours across different schedules at month-end.
Audit-ready records
Regulatory reviews become far less stressful when your documentation is consistently organized and up to date throughout the year.
What gets in the way
Child care accounting has layers that general bookkeeping doesn't prepare for
Running a daycare or child care center means dealing with tuition that shifts as enrollment changes, subsidy cycles that don't line up neatly with your payroll schedule, and expense categories that have to match what licensing authorities actually ask for.
When these things pile up at the end of a quarter — or just before a licensing renewal — the scramble to sort through it all takes time away from your actual work. The financials start to feel like an obstacle rather than a tool.
That's not a reflection of how your center is run. It's what happens when accounting processes aren't built for this sector from the start.
Enrollment fluctuations
Children join and leave throughout the year. Revenue needs to reflect that accurately each period — not as an estimate.
Subsidy timing gaps
Government reimbursements rarely arrive on the same cycle as your expenses. Tracking discrepancies early prevents larger cash flow problems.
Multiple staff schedules
Part-time teachers, full-time aides, float staff — payroll across different roles adds up to a lot of moving parts every single period.
Regulatory reporting requirements
Expenses need to be categorized in specific formats for compliance purposes — formats that don't match off-the-shelf accounting templates.
How this service works
Built specifically for how child care centers manage their money
Every part of this service is oriented around the financial realities of running a center — not adapted from a general small-business accounting template.
Enrollment-based billing and revenue tracking
Tuition billing and collections tracking tied to your actual enrollment numbers. Revenue summaries show how income is distributed by classroom or program, so you can see clearly where your center stands each month.
Payroll processing for all staff roles
Staff compensation calculated accurately across teachers, aides, and administrative roles. Costs tracked by position so you can see where payroll expense sits in relation to enrollment and program capacity.
Subsidy reimbursement reconciliation
Government subsidy payments tracked and matched against enrollment and attendance data each period. Discrepancies identified early, before they create cash flow gaps or documentation gaps during an audit.
Regulatory expense reporting
Expenses categorized in formats consistent with what regulatory and licensing bodies require. The work happens on an ongoing basis, so reporting periods don't require a separate scramble to sort and reformat records.
Working together
A process that fits alongside what you already do
There's no complicated system to adopt or new workflow to build around. You send us your records in whatever format you currently have them — spreadsheets, PDFs, exports from your enrollment software — and we take it from there.
Each month, your reports arrive organized and ready to act on. If you have questions about a figure or a change in enrollment, we respond — this isn't a service where questions sit in a queue for days.
What changes over time is the mental overhead you carry around your finances. Centers that have been managing this on the side of everything else find that having someone handle it properly makes a noticeable difference to the rhythm of the month.
You share your records
Send your financial data in whatever form it's currently in. We work with what you have.
We handle the processing
Categorization, reconciliation, payroll calculation — everything is handled on our end without needing your ongoing involvement.
Reports arrive on schedule
Monthly summaries delivered within the first five business days of each month, formatted for clarity.
Questions answered as they come up
Adjustments, clarifications, and follow-ups handled as part of the service — not saved for a formal review cycle.
Pricing
Child Care & Daycare Accounting
A consistent monthly investment in having your center's finances handled properly. Suitable for centers with fifteen to two hundred enrolled children.
What's included each month:
Monthly service for centers with 15–200 enrolled children. Pricing discussed during an initial conversation where we can assess your center's specific situation.
How we approach the work
Methodology shaped around child care financial patterns
Child care center finances follow different rhythms than most small businesses. Enrollment peaks and drops across the year. Subsidy cycles have their own timelines. Licensing renewals create documentation requirements that don't fit standard accounting categories.
Pinmark has worked with child care operations long enough to know what these patterns look like in practice — and to have processes that account for them rather than treating them as exceptions.
You'll typically start to feel the difference within the first couple of reporting periods. Records that were previously assembled reactively begin arriving prepared and organized — and the mental load of keeping track of it all shifts.
Typical timeline
Suitable for
Child care centers, daycare operations, and after-school programs with 15 to 200 enrolled children. Suitable whether you currently have partial bookkeeping in place or are starting from scratch with a new accounting arrangement.
Our commitment to you
You should feel comfortable with who's handling your finances
We start with a conversation — no paperwork, no pressure, just an open discussion about your center's situation and what you're looking for. If this service is a fit, we'll be clear about that. If it's not, we'll be equally clear.
The first month gives both sides a chance to see how the process works in practice. If something isn't working, we'd rather know early and make adjustments than have you feel stuck in an arrangement that doesn't serve you well.
Transparent process
You'll always know what we're working on and when your reports are expected. Nothing opaque about how the service runs.
No long-term lock-in to start
We talk about terms when the work begins. The goal is a working relationship that makes sense for your center, not a contract that outlasts its usefulness.
Initial consultation at no charge
The first conversation is simply to understand your situation. There's nothing to commit to before that discussion happens.
Responsive to how your center changes
Enrollment goes up and down. Programs get added or changed. The service adjusts with your center rather than working around a fixed template.
How to get started
Three straightforward steps
Getting your center's accounting into a better shape doesn't require a lot of preparation on your end. Here's how the process begins.
Send us a message
Use the contact form below to tell us a bit about your center — size, what you're currently doing for accounting, and what's not working about that.
We have a conversation
We'll follow up within two business days to understand your situation in more detail and answer any questions you have about the service.
We set up and begin
If it's a fit, we agree on terms and begin onboarding. The first month handles setup alongside the first reporting cycle.
Let's talk about your center's accounting
Send us a message and we'll get back to you within two business days. No commitments — just a conversation about what your center needs.
Get in touch with PinmarkOther services
Explore Pinmark's other offerings
Service 02
Subsidy & Reimbursement Reconciliation
Government subsidy payments matched against enrollment and attendance records. Discrepancy identification and audit-ready documentation on a monthly or bi-monthly cycle.
Service 03
Licensing & Compliance Financial Records
Financial documentation organized for licensing applications and renewals — budget records, financial viability demonstrations, and expense categorization in licensing authority formats.