What We Offer
Three Services,
One Clear Focus
Each Pinmark service addresses a specific part of child care center finances — monthly operations, subsidy tracking, or compliance documentation. They work well individually, and even better together.
← Back to HomeHow Our Services Are Structured
Built around how child care centers actually earn and spend
Child care finances have a distinct structure that most generic accounting services weren't designed for. Revenue comes in from family tuition payments, government subsidy programs, and reimbursements — each with their own cycles and documentation requirements. Expenses include staff payroll, program supplies, facility costs, and regulatory fees. Licensing requirements add another layer of financial record-keeping that's separate from day-to-day bookkeeping.
Pinmark's three services address each of these layers independently, so you can bring us in for the areas where you need the most support — or all three together for comprehensive coverage.
Monthly Service
Child Care & Daycare Accounting
$420 / month
Full-cycle monthly accounting tailored to child care and daycare operations. Covers tuition billing and collection tracking, staff payroll processing, regulatory expense reporting, and subsidy reimbursement reconciliation. Monthly reports include enrollment-based revenue summaries and expense breakdowns by classroom or program.
Suitable for centers with fifteen to two hundred enrolled children. Deliverables are provided within five business days of month close.
- Tuition billing & collections tracking
- Staff payroll processing
- Regulatory expense reporting
- Enrollment-based revenue summaries
- Per-classroom expense breakdowns
Monthly / Bi-Monthly
Subsidy & Reimbursement Reconciliation
$230 / month
Matching of government subsidy payments and family co-payments against enrollment and attendance records. Identifies discrepancies between expected and received reimbursements, prepares supporting documentation for underpayment inquiries, and maintains clear records for audit purposes.
Delivered on a monthly or bi-monthly cycle, depending on your subsidy program structure and reporting requirements.
- Subsidy vs. attendance record matching
- Discrepancy identification & documentation
- Underpayment inquiry support
- Audit-ready record maintenance
- Co-payment tracking & reconciliation
Per Engagement
Licensing & Compliance Financial Records
$550 per engagement
Organization and preparation of the financial records required for child care licensing applications and renewals. Covers budget documentation, financial viability demonstrations, and expense categorization in the formats prescribed by licensing authorities.
Documentation is prepared well in advance of renewal deadlines so that financial records never become a bottleneck in the licensing process.
- Budget documentation preparation
- Financial viability demonstrations
- Authority-prescribed expense categorization
- Renewal deadline tracking
- Application & renewal support packages
Side by Side
How the services compare
| Feature |
Child Care Accounting $420/mo
|
Subsidy Reconciliation $230/mo
|
Compliance Records $550
|
|---|---|---|---|
| Tuition billing tracking | — | — | |
| Payroll processing | — | — | |
| Monthly expense reports | — | — | |
| Subsidy payment matching | — | ||
| Discrepancy documentation | — | — | |
| Audit-ready records | — | ||
| Licensing budget documentation | — | — | |
| Financial viability statements | — | — | |
| Renewal deadline monitoring | — | — |
Finding the Right Fit
Which service fits where you are
If your center is growing
Enrollment growth creates more billing complexity, more payroll entries, and more subsidy variation. Child Care Accounting provides the monthly structure to keep up with it.
View service →If subsidy payments feel unpredictable
When expected subsidy amounts don't match what arrives, the gap is often traceable — but only if records are structured correctly. Subsidy Reconciliation makes those gaps visible and documented.
View service →If a renewal is coming up
Licensing renewals require specific financial formats that differ from standard reports. Compliance Records prepares exactly what licensing authorities ask for, well before the deadline.
View service →Common Questions
A few things people ask before starting
Can I use just one service, or do I need all three?
Each service is designed to work independently. Many centers start with one and add others as their needs develop. There's no requirement to take on all three at once.
How does the monthly accounting service handle enrollment changes?
Monthly reports are structured around current enrollment figures. When enrollment changes between months, the revenue summary reflects the updated headcount automatically. Reports are formatted by classroom or program to make those shifts easy to trace.
What does the subsidy reconciliation service actually produce?
You receive a reconciliation report matching each expected subsidy payment to what was actually received, with any discrepancies clearly noted. Where underpayments are identified, the report includes a documentation package to support a follow-up inquiry with the relevant agency.
How far in advance should I contact you before a licensing renewal?
We recommend reaching out at least eight to ten weeks before your renewal submission date. That window gives enough time to gather source documents, organize records into the required format, and review everything before submission. If you're closer to the deadline, get in touch anyway and we can discuss what's possible given the timeline.
Is there a minimum contract period for the monthly services?
We typically work on a month-to-month basis after an initial three-month period. The first few months give both sides time to establish a working routine and align on reporting formats before settling into a steady rhythm.
Next Step
Not sure which service fits your situation?
Send us a note about your center — how many children you serve, what programs you run, and what's been taking up the most time. We'll suggest a starting point that makes sense for where you are.
Get in Touch