★★★★★
"EduTrak's childcare billing software has cut our invoice processing time from 2 days to about 20 minutes. The attendance-based billing is exactly what we needed for our flexible before-school program."
The Problem with Manual Billing
Manual Childcare Billing Costs You More Than You Think
Childcare administrators spend an average of 7+ hours per week on manual billing tasks. That's time away from children, families, and the programs that matter.
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Manual invoice creation for every family
Typing up individual invoices is slow, error-prone, and never scales with enrollment growth.
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Chasing late payments by phone and email
66% of childcare centers still collect cash or checks on-site, creating unnecessary friction.
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Disconnected SIS and billing systems
Duplicate data entry between your student information system and billing creates costly errors.
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Subsidy tracking across agencies is a mess
Managing government subsidies, CACFP, and agency payments in spreadsheets leads to compliance risks.
The EduTrak Solution
One Platform. Zero Manual Billing.
EduTrak's childcare billing software replaces your spreadsheets, paper invoices, and disconnected systems with a single, automated platform built specifically for K12 school-age childcare programs.
- Automated recurring invoices sent on your schedule
- Attendance-based billing tied to actual check-in records
- Real-time sync with PowerSchool, Infinite Campus & Skyward
- Online payments via ACH, credit/debit card, and autopay
- Subsidy and agency billing managed automatically
- Year-end tax statements distributed via parent portal
Core Features
Every Feature Your Childcare Program Needs
Built specifically for school-age childcare, before & after school programs, and K12 childcare centers.
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Automated Recurring Invoices
Set weekly, biweekly, or monthly billing cycles. Invoices generate and send automatically — no manual work required once set up.
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Attendance-Based Billing
Charge families based on actual check-in records. Bill hourly, per session, or by attendance — automatically calculated from your attendance data.
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Discounts, Subsidies & Free/Reduced
Apply government subsidies, sibling discounts, scholarship credits, and free/reduced eligibility — all without manual calculations.
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Split Family Billing
Divide tuition between multiple payers — divorced parents, guardians, or sponsoring agencies — each receiving their own statements and schedules.
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Late Fee Automation
Automatically apply late fees per your policy. Send gentle automated reminders before and after due dates to reduce awkward conversations.
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Batch Fee Assignment
Assign fees to entire grade levels, classrooms, or your whole program in one click. Set optional vs. required fees and manage bulk updates instantly.
Invoice Status Overview
This Week's InvoicesAuto-Generated
142 Paid
12 Pending
3 Overdue
91% collected — up 18% from manual billing
Upcoming Automated Billing
Before/After School Care$18,450
Summer Program$6,200
Registration Fees$2,100
ACH Bank Transfers
The lowest-cost payment method. Families connect their bank account and pay directly — no paper checks, no trips to the office.
Credit & Debit Cards
Accept all major cards. Families pay from any device. Failed payments trigger instant alerts so you can follow up immediately.
Autopay Enrollment
Invite families to enroll in autopay. Once enrolled, payments submit automatically on the due date — zero chasing required.
PCI Level 1 Security
All payment data is encrypted and processed in a PCI Level 1 compliant environment. Your families' financial data is always protected.
Fast Deposits
Funds deposited as soon as the next business day. No waiting weeks — your program's cash flow stays healthy and predictable.
Payment Methods Accepted
ACH Bank TransferLowest Fee
Visa / MastercardInstant
AutopaySet & Forget
Real-Time Financial Dashboard
See your total billed, collected, and outstanding balances at a glance. Know your program's financial health without opening a spreadsheet.
Delinquency & Aging Reports
Identify overdue accounts, filter by amount or days overdue, and export lists for follow-up — in seconds, not hours.
QuickBooks Compatible Export
Download billing transaction data formatted for direct import into QuickBooks Online. Reduce bookkeeping time significantly.
Year-End Tax Statements
Automatically generate and distribute year-end dependent care statements to all families through the parent portal — no printing, no mailing.
Cash Flow Forecasting
See projected revenue for the coming weeks and months based on current billing plans, enrollment, and historical patterns.
Revenue Summary — April 2026
$142,380
Total Collected
$8,420
Outstanding
94.4% collection rate this month
Mobile-First Parent Portal
Parents can view balances, make payments, download receipts, and access tax statements from any device — in under 60 seconds.
Automated Payment Reminders
Email and portal notifications alert parents before due dates, when payments are received, and when balances run low — automatically.
Digital Tuition Agreements
Send tuition contracts digitally. Parents sign and add payment methods in one step — no printing, scanning, or in-person meetings.
PowerSchool Single Sign-On
If your district uses PowerSchool, parents access childcare billing through the same login they use for grades and attendance — zero friction.
Parent Portal — Account Overview
Current Balance
$0.00
✓ All paid — Autopay active
RECENT PAYMENTS
Before School Care - Apr$380
After School Care - Apr$480
Proven Results
The Real-World Impact of Automated Childcare Billing
Districts that switch to EduTrak's childcare billing software consistently report the same outcomes: less time on admin, more on-time payments, and better financial visibility.
- Finance staff reclaim 20+ hours per month on billing tasks
- 95%+ on-time payment rates after autopay adoption
- Zero data re-entry between SIS and billing system
- Parents report higher satisfaction with one-click payments
- 4–6 week implementation — no lengthy IT projects
20+
Hours saved every month on billing admin per finance staff member
95%
On-time payment rate after autopay enrollment across our districts
60%
Reduction in payment-related support calls from parents
$1B+
Total payments processed annually across all EduTrak programs
Who It's For
Built for Every Type of K12 Childcare Program
Whether you run a single before-school program or manage childcare across a multi-site district, EduTrak scales with you.
Before & After School Care
Attendance-based billing, drop-in rate support, and parent portal access built for flexible school-age programs with variable schedules.
Learn MorePreschool & Infant Care
Recurring tuition billing with hourly, daily, or monthly rates. Family profiles with medical details, allergies, and custom registration forms.
Learn MoreMulti-Site School Districts
Centralized billing management across every school in your district. One dashboard, unified reporting, and consistent parent experience district-wide.
Learn MoreSummer & Break Programs
Flexible billing for seasonal programs. Set enrollment windows, registration fees, and session-based pricing with automatic invoicing.
Learn MoreTitle I & Subsidy Programs
Full free and reduced billing support, CACFP-compatible tracking, and agency payment management for compliance-heavy programs.
Learn MoreEnrichment & Activity Programs
Collect fees for music, tutoring, sports, and enrichment programs through the same unified parent portal used for childcare billing.
Learn More
Getting Started
Up & Running in 4 Simple Steps
Most districts go live with EduTrak childcare billing in 4–6 weeks, with a dedicated onboarding specialist at every step.
Discovery Call
We review your current billing setup, enrollment data, and SIS platform to plan a zero-disruption migration.
Data Migration
Your student roster, tuition rates, and family data are imported for you. No re-entry, no spreadsheets.
Staff Training
Your team gets live training plus on-demand resources. Parents receive a branded welcome kit to activate their portal.
Go Live & Scale
Billing runs automatically. Your team spends less time on invoices and more time supporting students and families.
Why EduTrak
EduTrak vs. Manual & Generic Billing Methods
See exactly what you get with purpose-built K12 childcare billing software vs. generic tools or manual processes.
Feature
EduTrak
Manual / Generic Tools
Invoicing & Billing
Automated recurring invoicesSet it once, bills every cycle automatically
Attendance-based billingAuto-calculates from check-in records
Batch fee assignmentApply fees to hundreds of students at once
Payments
Online ACH & card paymentsFamilies pay from any device
Autopay enrollmentPayments submit automatically on due date
Next-day fund depositsFast, predictable cash flow
Integrations & Compliance
PowerSchool SIS integrationReal-time bidirectional sync
Subsidy & CACFP trackingAgency billing and compliance reports
Automated year-end tax statementsDigital distribution via parent portal
QuickBooks compatible exportOne-click accounting data transfer
Customer Stories
What Childcare Directors Say About EduTrak
★★★★★
"We went from chasing 30+ families for payments every month to 95% autopay adoption within one semester. Parents love the portal and I love that it just works."
★★★★★
"The integration with PowerSchool was seamless. When a student enrolls in our after-school program, billing starts automatically. It's saved my team countless hours every week."
FAQs
Frequently Asked Questions About Childcare Billing Software
What is childcare billing software?
Childcare billing software is a digital platform that automates tuition invoicing, payment collection, and financial reporting for childcare centers, before/after school programs, and school-age care providers. It replaces manual billing with recurring billing plans, online payments, automated reminders, and real-time financial dashboards — eliminating paper, spreadsheets, and hours of administrative work.
How does EduTrak automate childcare billing?
EduTrak automatically generates invoices on your schedule (weekly, biweekly, or monthly), delivers them to parents via email or parent portal, accepts ACH and credit card payments, applies late fees per your policy, and syncs all financial data to your reporting dashboards in real time. Once configured, billing runs without staff intervention.
Does EduTrak integrate with PowerSchool?
Yes. EduTrak has direct, real-time SIS integration with PowerSchool, Infinite Campus, and Skyward. Enrollment and attendance data syncs automatically to trigger accurate billing — no duplicate data entry. Parents can also access childcare billing directly through their PowerSchool login.
Can EduTrak handle subsidy billing and CACFP?
Yes. EduTrak supports subsidy tracking, agency billing, free and reduced rate management, and split billing between family payers and subsidy agencies. The system tracks eligibility, logs agency payments, and generates compliance reports for state and federal programs including CACFP.
What payment methods does EduTrak support?
EduTrak accepts ACH bank transfers, credit cards (Visa, Mastercard, Amex, Discover), and debit cards. Cash and check payments can also be logged for unified tracking. Parents can enroll in autopay so payments submit automatically on the due date with no action required.
How is attendance-based billing different?
Attendance-based billing calculates charges automatically based on actual check-in records — so families are only billed for sessions attended. This is ideal for flexible before/after school care where schedules vary. EduTrak pulls attendance data directly from your SIS or check-in system and generates accurate invoices automatically.
How long does implementation take?
Most programs are fully operational within 4–6 weeks. EduTrak provides a dedicated onboarding specialist, handles your data migration, trains your staff, and supplies parent communication kits to ensure a smooth launch. The transition is designed to be zero-disruption to your current programs.
Does EduTrak generate year-end tax statements?
Yes. EduTrak automatically generates year-end dependent care statements (for FSA reimbursement, childcare tax credits, etc.) and distributes them to families through the parent portal. No printing, no mailing, and no manual calculations required from your staff.
What to Look for in Childcare Billing Software
Choosing the right childcare billing software for your K12 program is a significant decision. The right platform saves your team hours every week, improves cash flow, and gives parents a modern payment experience. Here's what matters most.
1. Automated Invoicing and Recurring Billing
The most important feature in any childcare billing software is the ability to automate invoice generation. Look for software that supports weekly, biweekly, and monthly billing cycles, can handle one-time charges and recurring fees simultaneously, and sends invoices directly to parents without staff intervention. Manual invoicing is the single biggest time drain for childcare administrators — automation is non-negotiable.
2. Attendance-Based Billing Capability
School-age childcare programs often have variable schedules, drop-ins, and attendance-based pricing. Your billing software should connect directly to your attendance tracking system so that invoices reflect actual sessions attended — not flat-rate estimates that lead to disputes and reconciliation work.
3. SIS Integration for K12 Programs
If you operate within a K12 school district, your childcare billing software must integrate with your Student Information System. PowerSchool integration is particularly important — it allows enrollment triggers to automatically activate billing, and parents can access childcare invoices through the same portal they use for grades.
4. Subsidy and Agency Billing Support
Many school-age childcare programs rely on government subsidies, CACFP funding, and agency payments. Your software should handle split billing between payers, track eligibility automatically, and generate the compliance reports required for state and federal reimbursement.
5. Parent Payment Experience
Millennial and Gen Z parents expect to pay online. Your childcare billing software should offer ACH bank transfer, credit/debit card, and autopay options accessible from mobile devices. Digital tax statements and payment receipts sent automatically eliminate the most common parent support requests.
6. Financial Reporting and QuickBooks Compatibility
Real-time dashboards showing collected vs. outstanding balances, aging reports for overdue accounts, and QuickBooks-compatible exports are essential for school business officers. Look for software that generates the reports your finance team needs without requiring hours of manual data manipulation.
See It In Action
Watch EduTrak Childcare Billing in Action
See how EduTrak gives parents one place to pay — and gives your district a unified childcare billing dashboard.
ePayTrak School Payment Solution — One parent portal for tuition, childcare, food service & activities · EduTrak Software
No Sales Call Needed
Try Our Self-Guided Interactive Demos
Explore real EduTrak workflows at your own pace — childcare billing, tuition, food service, athletics, and more. Real software. No pitch.
- Childcare Billing & Parent Portal
- Tuition Management Module
- Food Service & Nutrition POS
- Athletics Registration
- Student Fee Simple Module
Interactive Walkthroughs
Explore EduTrak on Your Terms
These self-guided demos walk through real workflows used by schools and districts — from parent payments to refund reports. No login. No sales call.
⭐ Start Here
Full EduTrak dashboard overview — all modules and key functions.
Launch Demo
Childcare Billing
Parent portal, invoicing, autopay & billing reports walkthrough.
Launch Demo
Tuition Management
Flexible billing plans, contracts & PowerSchool integration demo.
Launch Demo
Food Service
Cafeteria POS, F&R eligibility & parent balance alerts demo.
Launch Demo
Student Fee Simple
Batch fee assignment, discounts & parent self-pay demo.
Launch Demo
Athletics
Athlete registration, eligibility tracking & coach rosters demo.
Launch Demo
eStore & Ticketing
Online event ticketing, QR scanning & school store demo.
Launch Demo
Enrollment
Digital enrollment forms, waitlists & parent registration portal.
Launch Demo
Take the Next Step
Stop Chasing Payments. Start Automating.
EduTrak's childcare billing software is purpose-built for K12 school-age programs. Book a personalized demo, try our self-guided walkthroughs, or call us directly.
PCI Level 1 Secure
FERPA Compliant
4.8★ Customer Rating
500+ Districts