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Childcare Invoice Template

Weekly rates, late pickup, meals and the provider tax ID parents need. Free PDF.

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A childcare invoice is used twice: once to pay you, and again at tax time, when the parent needs your identifying number to claim the credit or to substantiate a dependent care account. A provider who has to be chased for that number every February is one whose invoices were missing a single line.

INVOICE Issued
Invoice number:INV-0001
Date of issue:August 2, 2026
Date due:August 16, 2026
Currency:USD
Issued by
Little Harbour Childcare
31 Anchor Lane
21401 Annapolis, MD
United States
office@littleharbourcare.example
Bill to
Rahul and Simone Mehta
44 Spinnaker Drive
21403 Annapolis, MD
United States
mehta.family@example.com
Amount due
$1,810.00
Due in 14 days · Aug 16, 2026
For your records
Care provided for Anaya Mehta. Provider tax identification number 52-0148873, Maryland licence CC-118204 — both are needed to claim the child and dependent care credit or to reimburse from a dependent care account.
Description Qty Rate Tax Amount
Full-time care — four weeks
Monday to Friday, 08:00 to 17:30
4$365.00—$1,460.00
Late pickup
Three occasions, billed per quarter hour
5$12.00—$60.00
Meals and snacks
Lunch and two snacks daily, 20 days
20$8.50—$170.00
Annual registration fee
Covers materials, insurance and enrolment
1$120.00—$120.00
Subtotal$1,810.00
Total$1,810.00
Amount due $1,810.00
Terms
Payable on the first business day of the period. Late pickup is charged from ten minutes past closing.
Invoice #INV-0001 · Little Harbour Childcare · Page 1 of 1

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What to put on a childcare invoice

  • The child's name and the weeks or days covered
  • The standard rate, whether weekly, daily or hourly
  • Extra or late hours as their own line, at the late rate
  • Meals or supplies, where they are billed separately
  • Registration or annual fees, which recur predictably and surprise annually
  • Your provider tax ID or licence number, which parents need for the childcare credit

Questions

Why put a tax ID on a childcare invoice?

Because parents need it to claim the child and dependent care credit or to reimburse from a dependent care FSA. Putting it on every invoice means never being asked for it in a rush the following spring.

How should late pickup be charged?

At a stated per-minute or per-quarter-hour rate, itemised with the dates. It is a charge parents accept in principle and dispute in particulars, so the particulars need to be written down.

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