Free Childcare Invoice Generator
Charge a weekly or monthly rate per child, take a sibling discount off the subtotal, add late-pickup fees, and download the invoice as a PDF parents can keep for their taxes.
Saved invoices
Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Weekly and monthly billing, sibling rates and the tax-credit paperwork
Bill the way your rate is actually set. A weekly rate goes on one line per child with the number of weeks in the quantity column; a flat monthly fee is one line at quantity 1; drop-in and part-time care is a day rate with the days counted in the quantity column, and a half day is 0.5. Keep each child on a separate line with their name and age in the description — a parent checking the math, and later a tax preparer reading it, both want to see which child cost what.
Everything outside the base rate is its own line: the annual registration or enrollment fee charged once, a supply or activity fee, field trips, meals where they are not included, and late pickup billed per 15-minute block with the blocks in the quantity column. A sibling discount belongs in the discount field rather than in a rewritten rate — set 10% or a fixed amount off the subtotal, and each child's published rate still appears on the invoice.
Parents claiming the Child and Dependent Care Credit generally need your name, address, taxpayer ID and the amount they paid, so a childcare invoice doubles as their receipt. There is no field for an EIN or a license number, so put both in the notes with the exact care period and each child's name and date of birth; many providers issue a year-end summary invoice for the same reason. The IRS asks parents to collect provider details on Form W-10 and report them on Form 2441, and state rules differ, so confirm what you must furnish with an accountant. Childcare is generally not sales-taxed in the US, which is why no tax line is set here.
Bill a month of care for two children
One household, two children, two different arrangements — so two different line shapes on the same invoice. The three-year-old is full-time on a weekly rate with four weeks in the quantity column; her older brother comes for summer day care by the day, so his line counts 18 days at the day rate, which sits a little above the full-time equivalent because it is drop-in. The enrollment fee is charged once per child at the start of the care year, three late pickups are billed by the 15-minute block, and the trip both children went on is priced per child.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Full-time care — Nia Whitfield (age 3), weekly rate | 4 | $235.00 | $940.00 |
| Summer day care — Theo Whitfield (age 6), per day | 18 | $52.00 | $936.00 |
| Annual registration and supply fee — per child, charged once | 2 | $75.00 | $150.00 |
| Late pickup after 5:45pm — per 15-minute block | 3 | $12.00 | $36.00 |
| Field trip — nature center entry and transport, per child | 2 | $18.00 | $36.00 |
| Subtotal | $2,098.00 | ||
| Total due | $2,098.00 | ||
The 10% sibling reduction goes in the discount field instead of on a line, so each child's published rate stays on the invoice — which is exactly what a parent's tax preparer wants to read.
What a parent's tax preparer will look for
One line per child
Put each child's name and age in the description with their own rate, so a family with two in care can see which child was charged what instead of one lump sum.
The care period, spelled out
There is no field for the weeks covered, so write the exact start and end dates in the notes — a receipt that says July 1 to 31 is far easier to file than one dated the day you sent it.
Fees named separately
Registration, supplies, meals, field trips and late pickup each get their own line, with blocks or days in the quantity column, rather than being folded into the weekly rate.
Sibling reduction in the discount field
Apply it as a percentage or fixed amount off the subtotal so both children keep their standard rate on the invoice and the reduction is a number the parent can see.
Provider ID for the credit
Your EIN or the number you file under, plus your state license number, go in the notes since the form has no box for them — parents generally need these for Form 2441, and rules vary, so point them to their accountant.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished A4 invoice PDF in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, any tax label and rate (VAT, GST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding for each currency.
Frequently asked questions
What does a parent need on the invoice to claim a childcare tax credit?
Usually your name, address, taxpayer ID and the amount paid for the year, along with the child's details. There is no tax-ID field, so put your EIN or license number, the care period and each child's name in the notes — and since credit rules vary, tell parents to confirm with their accountant.
How do I show a sibling discount?
Use the single discount field as a percentage or a fixed amount off the subtotal, rather than writing down the second child's rate. Both children keep their published rate on their own line, and the reduction is visible as its own figure.
How do I bill a late pickup?
Give it a line of its own and charge per 15-minute block, with the number of blocks in the quantity column and your block rate beside it. State the grace period and the rate in the notes so the charge is never a surprise at pickup.
Can I set up a recurring monthly invoice?
Nothing goes out on its own and no payment is ever collected here — you review each invoice and send it yourself. Saving one costs nothing: the draft autosaves in your browser, and you can keep the invoice in your saved list and reopen it next month, changing the number, the dates and the weeks. Saving it as a recurring series, so the number and dates advance for you, is a Pro feature.