ChildCare Office Pro is loaded with all of the features that you want and need to keep your daycare office running smoothly. We've designed ChildCare Office Pro features to automate tasks that take up so much of your valuable time in the office. Our AutoBill feature, automatic tuition billing, is one of our most popular bookkeeping time-savers.
ChildCare Office Pro is compatible with Windows operating systems. We offer a standalone version for use on a single computer, and we also offer a network version for use on two or more networked computers at your office. Our software is not Internet-based, not Cloud-based. With hackers having successfully attacked even the most secure government and banking websites, we feel that storage of confidential information should be kept off of Internet servers whenever possible. After you download and install ChildCare Office Pro, Internet connectivity is not required. All program files are stored on your computer. Your data can easily be backed up to a simple flash drive and used to restore your software in case of computer failure.
ChildCare Office Pro software is intuitive. That's just a fancy way of saying that it is 'easy to use and understand' in computer lingo. While it provides you with some powerful accounting tools, you will be amazed at its simplicity and user-friendly approach. Our daycare software is fairly straightforward (like our website). There are no confusing buttons and icons for you to try and figure out. We guarantee that you won't find yourself sitting in front of your computer screen, staring at a tree icon, and wondering what will happen next if you click on it. Managing a daycare keeps you busy enough, so you need a tool that is easy to use.
We have clickable buttons that are simply labeled with text. For example, what do you think will happen if you click on a button labeled 'Print Year-End Guardian Receipts'? Of course, you will print year-end receipts for your parent/guardian daycare accounts, or a single account, which include the account information, children on the account, and the sum of payments posted to the account (for any year that you choose). This is a real time-saving feature for you and your clients at tax time.
ChildCare Office Pro is a complete software package that includes all of the features that we’ve listed below, plus more. We do not limit the number of records you may enter. We do not charge you for technical support. If you like what you see, we encourage you to download our no-risk trial version.
Automatic Tuition Billing
AutoBill is a ChildCare Office Pro feature that allows you to set up automatic tuition billing for a child. The child's parent/guardian account is billed for the child's tuition on a recurring basis, at the frequency you choose, and for any amount you choose. You can turn it on/off with a simple checkbox. This feature is very flexible. It is set up on each child's Tuition & Schedule tab (image). Even siblings on the same account can be billed on different days, at different frequencies, for differing amounts. And, you can easily make adjustments as often as you wish. Tuition can be automatically billed by the system on an hourly, daily, weekly, bi-weekly or monthly basis. Weekly, bi-weekly and monthly rates are billed for the full tuition amount, regardless of a child's attendance. Daily and hourly AutoBilled tuition rates are billed according to a child's attendance as it is entered into the system.
Flexible Tuition Rates
One of the first things that you will set up will be your tuition programs. This is very flexible, and you may enter as many different tuition plans as you wish. You enter the name of your tuition plan, the amount to be billed and the frequency at which it should be applied. If you choose to AutoBill a child's tuition, this is the frequency that the system will apply the tuition to the child's parent or guardian account.
You can easily pull up a detailed list of all transactions that have been posted to a parent or guardian account. You can edit and print the list, which includes a running balance on the account similar to a checking account. The transactions you see in the list are posted from the Account Transactions menu. From that menu, you simply click the "Bill To Account" button if you want to post a debit to an account. Similarly, you click the "Received On Account" button to post a credit to an account. You can also click a single button to print a list of all outstanding accounts and the amounts that are past due. Everything is designed with simplicity in mind.
Do you need to post a transaction to several accounts at once? Global Billing allows you to enter the transaction only once, and select multiple accounts to which you will apply the transaction. This feature is excellent for posting field trip fees, those once-per-year dues, insurance fees, etc. Or, you may use it to post a negative amount to a number of accounts to make adjustments for those times that your center is unexpectedly closed due to weather or other circumstances.
You may print monthly statements, similar to a bank statement, for an individual account or all accounts at once. Any account that has had activity for the month that you choose will be printed. Monthly statements include a running balance, and balances on parent/guardian accounts do carry from year to year.
General Ledger Transactions
The General Ledger feature allows you to track your expenses. You may enter payables and receivables that are not applicable to childcare accounts. You can enter vendor information only once for recurring expenses such as utilities. Then, that information will be automatically completed when entering a transaction for that vendor.
ChildCare Office Pro provides you with many useful and necessary financial reports to keep you informed about your business.
- Quarterly Childcare Accounts Summary
- This report includes a quarterly breakdown of all parent/guardian child care account debits and credits, subtotals and totals, for the year that you choose to print.
- Year Childcare Accounts Summary
- This report includes a complete alphabetical listing of each parent/guardian child care account, debits and credits on the account, and a total for the year that you choose to print.
- Year-End Guardian Receipts
- You can print individual receipts for parents/guardians. The receipts list children on the account, and the total credits paid to the account for the year that you choose to print. Year-end receipts are a must-have at tax time.
- General Ledger Payables Summary
- This summary report includes a quarterly breakdown of all general ledger payables; your expenses. It includes subtotals and totals by vendor and type of expense for the year that you choose to print.
- General Ledger Receivables Summary
- This summary report includes a quarterly breakdown of all general ledger receivables; compensation that you may have received from sources other than parent/guardian child care accounts. It includes subtotals and totals for the year that you choose to print.
- Company Summary
- You can print a company summary which includes a quarterly breakdown of parent/guardian child care account debits and credits, general ledger receivables and payables. It includes subtotals and totals for the year that you choose to print.
Attendance Tracking - Children and Employees
Attendance tracking is available for both children and employees. When you click the checkbox to sign in a child or employee, the system date and time is captured. Likewise, when signing out, the date and time is captured. For each child, his or her authorized pick-up persons are available to choose from a drop-down box. You can print daily attendance hours and weekly attendance hours for children and employees. And, from the Daily Roster menu, you can print total attendance hours grouped by classroom.
If you provide child transportation to/from nearby schools, you are sure to find the transportation schedule invaluable. The report is gathered according the Tuition & Schedule information from each child's record. It includes both morning drop-off and afternoon pick-up schedules for each school that has been entered in the children's records.
This is one of our most informative features. Each time you open ChildCare Office Pro, the Today's Reminders form will open. This form includes: interoffice reminders for that day, upcoming children's birthdays and their ages, upcoming activities, upcoming child immunizations due, account information that should be updated and parent/guardian accounts that are currently past due. The Today's Reminders form is also available at any time from the Reminders Menu.
The guardian account information form allows you to store basic information about the guardian, a second guardian, emergency contacts and other family/household information. When a guardian has withdrawn his or her children from your care, or the children have aged out, you do not delete the account. You simply mark the account as Inactive. This removes the guardian account and children from active lists while allowing you to retain their information and account history.
The child information form is used to enter detailed information about the children in your care. This information includes a child's classroom, medical contacts and allergy information, tuition plan, automatic billing schedule, immunization schedule, daily schedule and transportation needs. Once you have entered the child's date of birth, his or her age is calculated for you and updated each time you view the form. You may enter authorized pick-up persons, individuals who are authorized to pick up the child from your care. These names will appear in drop-down boxes on the daily attendance forms. Here, you may choose to enter any tuition amount you want to be billed for the child, even if it is a different amount than the assigned rate for tuition program in the system. This makes each, individual child's tuition billing very flexible.
Birthday Lists and Desk Reference
ChildCare Office Pro includes a birthday list of all children in your care, birthdays by classroom and a Quick Desk Reference. The desk reference (image is a partial page) is a handy report to print out, put in a binder, and have at your fingertips. It is an alphabetical listing which includes guardians, children, emergency contacts, medical and restricted pick-up information for every child actively enrolled in your care.
You may store detailed employee information in the system. All active employees are included in the employee attendance forms. The "Shift" checkbox is used to create two, separate sign-in/out entries per day on the attendance forms. When an employee is no longer employed at your facility, you may mark him/her as inactive to remove him/her from active lists such as the attendance forms.
Enter information about upcoming activities at your center or details about an upcoming outing or field trip. Activities that you enter into the system are included in the upcoming week's activities listed on the Today's Reminders form. You may choose to print out details of a particular activity or an activity calendar for an entire month.
Every busy facility needs a way to organize and track a waiting list. The waiting list is organized to present you with the most recent entries first, according to the date placed on the list. And, if you have entered a date of birth for the children on the list, their current ages will be automatically calculated for you as you scroll through the list. You may also print the list as often as you wish for updated ages.