Refrens: Best Daycare Invoice Software

Comparing the Best Daycare Invoice Software: A Detailed Review

Managing finances is crucial for any daycare center, and having the right invoicing software can make a difference. Daycare invoice software is designed to streamline your billing processes, ensure timely payments from parents, and simplify record-keeping, so you can focus more on what truly matters—providing excellent care for the children.

In this blog, we will cover the 10 best options, highlighting their key features, pricing plans, ratings, and reviews to help you make an informed decision about choosing the best billing software that suits your needs.

SoftwareStarting Price Average RatingTrail Period Free Plan 
Refrens$90/year4.9⭐YesYes
Vyapar ₹3059/year4.4⭐7 Days No
TUIOCustom4.6⭐NoNo
TopNotePadCustom4.5⭐7 Days No
DepositeFix$900/year 4.6⭐14 Days No
Freshbooks$159/year4.3⭐30 Days No
CaptainBiz ₹4999/year4.8⭐14 Days No
Vencru$60/yearNoNo
Inv24$95/yearYes Yes 
Cheqdin $25/year NoYes 
Comparison: Comparing the Best Daycare Invoice Software: A Detailed Review

A Detail Comparison of Best Daycare Invoice Software 

1. Refrens 

In the landscape of invoicing software, Refrens stands out as a robust online platform, serving as an automated invoice solution for daycare centers worldwide. 

Trusted by over 150,000 businesses in 170+ countries and rated 4.8 by 11,700+ users, Refrens features a comprehensive suite of tools that streamline financial tasks. Its user-friendly interface allows for the effortless creation of invoices, seamless payment tracking, and efficient expense management within a unified platform.

Key Features of Refrens : 

  • Customizable Invoices: Easily create and customize invoices for daycare services, including essential details such as service dates, descriptions, and charges.
  • Automated Recurring Invoices: Automatically generate recurring invoices for regular daycare services, with schedules for monthly, weekly, or custom intervals.
  • Client Management: Efficiently manage parent and child profiles, storing and organizing contact information, service preferences, and payment histories.
  • Expense Tracking: Record and track all daycare-related expenses, categorizing them for supplies, staff salaries, utilities, and more.
  • Payment Reminders: Send automated payment reminders to parents for unpaid invoices via email or WhatsApp for quick communication.
  • Detailed Financial Reporting: Generate comprehensive financial reports, including profit & loss statements, balance sheets, and expense summaries.
  • One-click Sharing: Quickly share invoices and payment reminders via email or WhatsApp, with options to schedule messages for later delivery.
  • 24×7 Live Support: Access instant support through live chat, email, WhatsApp, and phone to promptly resolve any issues and ensure smooth operations.

Additional Features:

Refrens supports multi-currency invoicing and automatic inventory updates with each expense entry. It ensures compliance with local tax regulations through seamless e-invoicing software. API integration automates invoice generation and data management, reducing manual efforts.

Pricing Plans:

  • Basic: $0 
  • Books Essential: $90/year, per business
  • Books Pro: $225/year, per business

Rating:

  • Capterra: 4.8⭐/5
  • Get App: 4.8⭐/5
  • G2: 4.6⭐/5
  • Software Advice: 5⭐/5

User Review of Refrens:

👍 👎
“I love the way the software has made invoice management easy and trendy. The templates are vibrant, the dashboard is holistic and automation is all a busy prof needs”  ~Akshay“Less Export and Import Invoicing features.”  ~Jainil
“Refrens is user-friendly. It gives the best invoicing solution for small enterprises”  ~SwaroopMinor field changes are sometimes difficult.”  ~Bharat
“Good Dashboard and is easy to use, cost-effective”  ~Mahendra“Mmmm, if I have to, if I have to then I’d say what I like the least is the pricing. They can easily sell it at a higher rate..”   ~Sahil
Source: Software Advice

2. Vyapar

Vyapar Daycare Invoice Software is designed to streamline billing for daycare centers, enabling providers to create invoices in seconds, track expenses, and send automated reminders. This software helps daycare centers get paid faster and spend less time on paperwork, allowing more focus on delivering quality childcare services.

Key Features of Vyapar:

  • Streamlined Billing Process: Simplifies billing with easy invoice generation, reducing manual paperwork and automating repetitive tasks.
  • Accurate Record-Keeping: Ensures accurate tracking of payments and expenses with standardized templates.
  • Transparency for Parents: Provides parents with easy access to bills, receipts, and payment history, fostering trust and clear communication.
  • Timely Payment Reminders: Sends automated reminders via SMS, WhatsApp, and email to encourage timely payments.
  • Easy Customization: Allows customization of invoices to include relevant details such as contact information, service pricing, and additional charges.
  • Streamlined Tax Preparation: Simplifies tax preparation with consistent and accessible financial records.
  • Security and Privacy: Ensures data security with encryption technology and secure authentication mechanisms.
  • Financial Planning: Assists in tracking income and expenses, aiding both providers and parents in financial planning.

Additional Features:

Integrates with multiple payment methods (credit cards, debit cards, UPI, NEFT, RTGS), supports seamless cash flow management, offers customizable invoice themes, allows adding and managing multiple bank accounts, facilitates creating GST invoices, enables sending payment reminders, and provides mobile accessibility for managing invoicing on the go.

Pricing Plans:

  • Silver Plan: ₹ 3399/year
  • Gold Plan: ₹ 3999/year

Ratings:

  • Capterra 4.4⭐/5
  • G2  4.6⭐/5

User Review of Vyapar:

👍👎
“Product creation features by uploading excel and divide into proper categories is very helpful for starting the software, and easily move any business in vyapar software”   ~Ajit“only work on single system, i think multi-system support missing “   ~Ajit
“Vyapar is useful for small business owners or shopkeepers. If I have to list the pros, here are some pros: 1. GST-compliant invoicing 2. Budgeting 3. Financial statements that can be understood by owners easily. 4. Multiple user login and role-based access”   ~Maheswara Swamy“Conventional and not designed to suit market requirements. No compatibility”   ~Suresh
“We are moving to mobile-based computing. – Fresh & Friendly UI – ALL Taxes Covered – Easy to use – Inventory Controls – No need for installation – Remote Access – User Roles There is a lot to count. But experience the rest yourself”   ~Nisarg“Since it’s designed for small businesses, some of the features like inventory management or other complex accounting entries is not possible if your business is medium to large”   ~Maheswara Swamy
Source: Software Advice

3. TUIO

TUIO’s Child Care Billing Software takes care of billing and payments, allowing you to focus on running your preschool, daycare, or child care center. 

This comprehensive software automates administrative tasks, including recurring payments, invoicing, and receipts, and manages registration and student data. TUIO provides easy-to-read reports and ensures seamless communication between schools and parents.

Key Features of TUIO:

  • Automated Administrative Tasks: Streamlines billing, payment processing, and record-keeping with automation.
  • Enrollment Management: Simplifies student registration and maintains accurate student data.
  • Custom Reports: Generates customized, easy-to-read reports tailored to your school’s needs.
  • Parent Communication: Facilitates effective communication between schools and parents.

Additional Features:

Direct support from a real person, custom setup, streamlined onboarding, robust encryption for secure payments, downloadable reports, secure record-keeping, automatic resolution of failed payments, same-day funds transfer, and comprehensive registration and enrollment management.

Pricing Plans: Custom pricing based on your requirements.

Rating:

  • Get App: 4.6⭐/5
  • Capterra: 4.6⭐/5
  • Software Advice: 4.5⭐/5

User Review of TUIO:

👍👎
“There customer service and response time is outstanding. I have always heard from them when I have a question that needs answering.” ~laurie“The forms feature is not the easiest to work with. Cannot format them how I would like.”   ~laurie



“I like Ease of use and availability of data.”  ~Nauman
“TUIO charges which make things difficult to reconcile accounts (revenue & receivables)” ~Nauman
“Parents are able to easily pay how they like. No more checks in the mail, unless they want.”    ~Spencer“Unable to have programs that parents can pay as they want until the balance is fulfilled.”  ~Spencer
Source: Software Advice

 4. TopNotePad

TopNotePad invoice software is a user-friendly and comprehensive solution designed to streamline your invoicing and accounting processes. Thousands of daycare service providers trust this software to create professional invoices, send payment reminders, and collect payments efficiently. 

This all-in-one software handles quoting, invoicing, expenses, and purchase tracking, making it an essential tool for managing your daycare’s finances.

Key Features of TopNotePad:

  • Invoice Creation: Generate online invoices and quotes, and send them to clients with a single click.
  • Invoice Payments: Integrate with the world’s most trusted payment gateways to receive payments faster.
  • Track Unpaid Invoices: Monitor partially paid and unpaid invoices, and schedule automatic payment reminders.
  • Invoice Dashboard: Automatically generate dashboards for actionable insights.
  • Reporting: Create tax compliance reports based on your invoices.
  • Integrations: Integrate with other back-office tools for seamless accounting and reporting.

Additional Features:

It offers comprehensive accounting capabilities, automatically generating key financial and statutory reports. It is available as a mobile app for Android and iOS, and as a progressive web app (PWA) supported by browsers like Chrome, ensuring you have access to your invoicing tools anytime, anywhere. 

Pricing Plans: Custom pricing based on your requirements.

Rating:

  • Get App: 4.6⭐/5
  • Software Advice: 4.5⭐/5
  • G2: 4.8⭐/5
  • Capterra: 4.6⭐/5

User Review of Top NotePad 

👍👎
“Simplicity, easiness to create an invoice”  ~Mohmad“If you added a bank account, you can’t remove it. There’s no option for adding the commercial name number”  ~Mohmad
“it generally helps you organize all your expenses, invoices, etc. You can track your overall progress related to your business”  ~Anju“a desktop version instead of an online one could be helpful for low-scale traders”  ~Anju
“Has some good features and functionality, there is a free plan available. Little different setup than some other note-taking apps”  ~Anonymous“Top Notepad needed a little more of a fresher design, it was a bit too plain for me”  ~Guafdalupe
Source: Software Advice

 5. DepositeFix

Daycare Billing Software optimizes your daycare’s financial operations with effortless billing, payment tracking, and account management. This comprehensive solution enhances operational efficiency and parent satisfaction, providing daycare centers with the tools to maintain financial health and focus on delivering quality childcare services.

Key Features of DepositeFix:

  • Customizable Invoice Templates: Tailor invoices to meet your daycare’s specific needs.
  • Parent Self-Service Portal: Allow parents to view and pay fees conveniently.
  • Real-Time Revenue and Payment Monitoring: Track payments and revenue as they happen.
  • Secure Payment and Data Management: Ensure secure transactions and data privacy.
  • Integration with Daycare Management Software: Seamlessly integrate with existing systems.
  • Automated Billing Notifications and Reminders: Automatically send payment reminders and notifications.

Additional Features:

Daycare Billing Software automates billing for regular and ad-hoc services, generates invoices based on enrollment and attendance records, manages accounts for families with single or multiple children, calculates and applies late fees, and supports online payment processing. 

It also offers detailed financial reports for tracking revenue and expenses, enhancing both financial management and operational efficiency for daycare centers.

Pricing Plans:

  • 14-day trial period
  • Starter Plan: $900/year 
  • Professional Plan: $1,900/year 
  • Enterprise Plan:  Custom pricing based on your requirements.

 6. Freshbooks

FreshBooks simplifies all the accounting and billing needs, whether you’re an at-home daycare provider or the administrator of a preschool. Its easy-to-use design allows you to create invoices and reports effortlessly in one comprehensive software package.

Key Features of Freshbooks:

  • Invoice Creation: Create and send invoices and estimates in seconds.
  • Time Tracking: Easily track the time spent on hourly child care and generate accurate invoices.
  • Online Payments: Enable parents to pay conveniently with secure online payment solutions.
  • Late Payment Reminders: Automate reminders for late payments to ensure timely collections.
  • Recurring Profiles: Set up automatic invoicing for regular clients, saving you time and effort.
  • Expense Management: Organize and store expense information, and upload receipts on the go with the mobile app.
  • Financial Reports: Access a range of financial reports, including profit & loss, sales tax summary, and accounts aging.

Additional Features:

FreshBooks offers secure payment and data management, integrates seamlessly with other back-office tools, and provides customizable invoice templates. The software also supports setting up auto-bills to charge clients’ credit cards securely. 

With FreshBooks, you can effortlessly manage and collaborate with your team, handle hourly billing with ease, and gain valuable business insights through simple financial reports. The mobile app allows you to manage your business from anywhere, making FreshBooks a versatile and reliable solution for daycare businesses.

Pricing Plans: 

  • 30-day trial period
  • Lite Plan: $159.60/year
  • Plus Plan: $277.20/year
  • Premium Plan: $504.00/year
  • Select Plan: Custom pricing based on your requirements.

Rating:

  • G2: 4.5/⭐5
  • Capterra: 4.5⭐/5
  • Get App: 4.5⭐/5
  • Software Suggest: 4.6⭐/5
  • Software Advice: 4.5⭐/5

User Review for Freshbooks 

👍👎
“Better pricing, better user interface, and more functions as compared to QuickBooks (and all the same functions are equally good but more intuitive)”
 ~Andrey
“Time tracking methods/tool are totally lacking”  ~Kent
“I like the easy invoice creation process which allows customers to quickly pay their bill by simply clicking one button on the online invoice. In addition, the financial reports provided are excellent and give great financial insight into the business.”
 ~Eugene 
“Seems like it could offer more features for the price point (maybe something to help with tax time)”  ~Levi 
“FreshBooks is good for freelancers or service-based small businesses that need to track time spent on client projects and report the time on invoices. It’s also good for tracking basic expenses, whether allocated to the business or passed on to clients. The reporting features are also useful. The payroll integration with Gusto is a simple and affordable way to run payroll for a small business.
”  ~Craig
“What was least favored with this software was the amount of double to triple entry of data and lingering had to be checked and rechecked due to inaccurate totaling and the taxes aren’t even close to kept accurate here.”  ~Amy
Source: Software Advice

Discover in-depth information about the top 10 FreshBooks alternatives, providing comprehensive insights into their features, pricing, and user reviews to help you make an informed decision for your business needs.

 7. CaptainBiz

The CaptainBiz Daycare Billing Software is an exceptional solution for effectively managing your operations. This remarkable resource offers a wide range of beneficial features, including inventory management, sales tracking, and tax calculation. Customized exclusively for daycare owners, this software is designed to enhance efficiency and save valuable time.

Key Feature of CaptainBiz :

  • Quick Billing & Customized Invoices: Easily create and send invoices to customers and suppliers via WhatsApp or email, with options for tax-inclusive or tax-exclusive invoices.
  • Real-time Inventory Check: Monitor inventory levels in real time, with automatic updates after sales or purchases.
  • Purchase Management: Track purchase orders, vendor invoices, and outstanding payments.
  • Customer & Supplier Visibility: Get a quick overview of all transactions and outstanding to manage cash flow effectively.
  • Cash & Bank Tracking: Real-time visibility of cash balances and bank accounts.
  • GST Reports: Generate GSTR reports for easy GST return filing.
  • Bank Reconciliation: Reconcile bank statements with company accounts to ensure accurate records.

Additional Features:

Manage multiple companies within a single account, handle multi-user access, integrate with Tally for export, use the app’s barcode scanner and thermal printer support, send invoices via WhatsApp automatically, and enjoy the benefits of a user-friendly interface tailored specifically for daycare businesses. 

The software also supports seamless cash and bank reconciliation, provides detailed financial reporting, and ensures accurate tax compliance, making it a comprehensive tool for enhancing daycare business efficiency.

Pricing Plans:

  • Copper: ₹ 4999/year
  • Gold: ₹ 11999/year
  • Silver: 7999/year

Rating:

  • Software Advice: 4.8⭐/5

8. Vencru

Vencru’s daycare is a best accounting software simplifies the management of your daycare’s finances, invoicing, inventory, and payments. 

As a daycare owner or childcare provider, you play a crucial role in nurturing children, and Vencru is designed to cater to your unique needs. This software helps you manage financial operations efficiently, allowing you to focus on providing exceptional care.

Key Features of Vencru:

  • Simplify Daycare Invoicing: Create professional invoices for child care fees effortlessly, whether billing daily or monthly. Record payments and track unpaid balances with ease.
  • Online Payment Integration: Allow parents to pay fees securely and promptly with integrated online payment gateways.
  • Expense Management: Monitor spending on utilities, staff salaries, school supplies, snacks, and more. Maintain excellent supplier relationships.
  • Inventory Management: Keep your daycare well-stocked with essential supplies. Track purchases, manage vendor details, and sync purchases to inventory.
  • Family Account Management: Organize parent and child contact information, track internal notes, and provide parents with account balances and payment history.
  • Financial Health Analysis: Analyze income, expenses, and profits with data-driven insights to make informed decisions.
  • Automate Accounting: Generate financial statements such as income statements, balance sheets, and cash flow statements. Track aging reports, accounts receivable/payable, and journal entries.

Additional Features:

Vencru offers real-time expense reporting, client management, secure payment processing, and multi-device access. The software automates daycare accounting tasks, saving you from manual calculations and complicated spreadsheets. 

With Vencru, your daycare’s financial records will always be accurate and up-to-date, providing a comprehensive solution to manage your daycare’s finances efficiently. Join over 25,000+ businesses already growing with Vencru and experience seamless daycare management.

Pricing Plans:

  • Starter Plan: $60/year
  • Growth Plan: $300/year
  • Enterprise Plan: $540/year

9. Inv24

Inv24 is invoice software designed for daycare companies. It helps manage your invoices, customers, and stocks with ease. Whether you’re a beginner or an experienced user, Inv24 simplifies billing clients without needing extensive accounting knowledge.

Key Features of Inv24:

  • Online Invoicing: Create and send invoices effortlessly online.
  • Products & Services Database: Maintain a comprehensive database of your daycare offerings.
  • Customer Database: Easily manage customer information and track interactions.
  • Invoice Delivery by Email: Send invoices directly to clients’ inboxes.
  • Unlimited Invoices: Generate as many invoices as needed without restrictions.
  • Payment Reminders: Set automated reminders to ensure timely payments.
  • Discounts: Apply discounts to invoices with ease.
  • Filtering & Sorting: Organize invoices and customer data efficiently.
  • Customer Support: Access support for any issues or questions.

Additional Features:

Inv24 offers valuable tools such as viewing who has seen your invoices and estimates, and assuring that your clients have received their documents. 

The software also includes various templates for invoices and  es, making it easy to present a professional image. Available since 2008, Inv24 has helped over 40,000 small businesses streamline their invoicing processes.

Pricing Plans: 

  • Premium Plan: $95.46/year

10. Cheqdin 

Cheqdin simplifies billing, automates payments, reduces administrative tasks, and saves you time. It is designed specifically for childcare businesses, making it easier to manage your finances and focus on providing quality care.

Key Features of Cheqdin:

  • Online Invoicing: Quickly and easily create and send professional invoices.
  • Automated Payments: Set up automated payment reminders and recurring billing.
  • Expense Management Software: Track and manage all your daycare expenses efficiently.
  • Inventory Management: Monitor and manage your daycare’s inventory in real time.
  • Customer Management: Maintain a simple customer database for easy access to client information.
  • Data Insights: Gain valuable insights with detailed statistics and reports.

Additional Features:

Cheqdin offers a wide range of features to help childcare providers streamline their operations. These include online registrations, bookings, payment collection, parent communications, digital attendance tracking, and accident reporting. 

The platform is user-friendly and designed to meet the needs of schools, nurseries, out-of-school clubs, and activity centers. With Cheqdin, you can enhance operational efficiency and improve financial management, all while providing exceptional care to the children you serve.

Pricing Plans:

  • Cheqdin Rise Plan: $0 (Free for 5 children)
  • Cheqdin Prime Plan: $26/month 
  • Cheqdin Enterprise Plan: Custom pricing for larger settings & chains 

User Review of Cheqdin : 

👍 👎
“This software has all the features needed to help me optimise my after school club and keep my updates in check. Its extremely easy to use, no jargon, no hidden fees, all features are explained throughout.” ~SAGAL“It does take a bit of time to get everything set up properly and thought needs to go into how you do this in the right way for your setting.”   ~Cathy




“Good for daily signing in / out for staff and children. Parents being able to communicate directly with staff in their childs room.”  ~Gillian
“It is a bit slow. would be helpful if room moves were automatic (still with an edit option though).)” ~Gillian
“Provides a simple check in / check out process for staff and parents (customers) Customer support is very responsive and keen to accept suggestions for feature enhancements Big increases in functionality (e.g. invoicing, direct debit colleciton) rolled out through the year Modern interface, mostly easy to navigate.”    ~Andey“One screen does not necessarily link directly through to another. ”  ~Nicky
Source: Software Advice

Key Features to Consider While Choosing the Best Daycare Invoice Software

When choosing best invoice management software, it’s essential to consider several key features to ensure it meets your business needs and helps overcome common invoicing challenges. Here are the critical features to look for:

1. User-Friendly Interface

  • Intuitive Design: Easy-to-navigate interface for both staff and parents.
  • Simple Setup: Quick and straightforward setup process without the need for extensive technical knowledge.

2. Automated Invoicing

  • Recurring Invoices: Ability to set up recurring invoices for regular payments.
  • Scheduled Invoicing: Schedule invoices to be sent automatically on specific dates.

3. Payment Processing

  • Multiple Payment Methods: Support for various payment methods, including credit cards, bank transfers, and online payment platforms.
  • Automatic Payment Reminders: Send automated reminders to parents for due or overdue payments.

4. Customizable Invoices

  • Branding Options: Add your daycare’s logo and branding to invoices.
  • Custom Fields: Include custom fields to capture specific information relevant to your daycare.

5. Financial Reporting

  • Detailed Reports: Generate detailed financial reports, including income, expenses, and outstanding payments.
  • Real-Time Analytics: Access real-time analytics to track financial performance and cash flow.

6. Integration Capabilities

  • Accounting Software Integration: Seamlessly integrate with popular accounting software like QuickBooks or Xero.
  • Sales CRM Software Integration: Connect with customer relationship management (Sales CRM) systems to streamline parent and child information.

7. Secure Data Management

  • Data Encryption: Ensure data is encrypted to protect sensitive financial information.
  • Backup and Recovery: Regular data backups and recovery options to prevent data loss.

8. Parent Portal

  • Online Access: Allow parents to access their accounts online to view invoices, make payments, and track their payment history.
  • Mobile Compatibility: Ensure the software is mobile-friendly so parents can access it from their smartphones or tablets.

9. Customer Support

  • 24/7 Support: Access to reliable customer support whenever you need assistance.
  • Training Resources: Availability of tutorials, guides, and training sessions to help you and your staff get the most out of the software.

10. Cost-Effectiveness

  • Transparent Pricing: Clear and transparent pricing with no hidden fees.
  • Scalability: Ability to scale the software as your daycare grows, accommodating more children and transactions.

By considering these key features, you can choose the best daycare invoice software that will streamline your billing processes, enhance your financial management, and provide a better experience for both your staff and the parents. Addressing invoicing basics are crucial steps to ensure efficient and effective financial management in your daycare center.

Conclusion : 

Choose the best daycare invoice software for efficient billing and financial management. Look for user-friendly interfaces, automated invoicing, secure data management, and seamless integrations. The right software saves time, reduces errors, and lets you focus on quality childcare—invoice like a pro with top-notch daycare invoice software.

FAQs

1. What features should I look for in daycare invoice software? Key features to look for include a user-friendly interface, automated invoicing, multiple payment methods, customizable invoices, financial reporting, secure data management, integration capabilities, and reliable customer support.

2. Why should I use daycare invoice software? Using daycare invoice software streamlines your billing processes, reduces manual errors, saves time, and provides real-time financial insights. It enhances overall efficiency and allows you to focus more on providing quality childcare services.

3. Can daycare invoice software handle recurring payments? Yes, most daycare invoice software can handle recurring payments, allowing you to set up automatic invoicing schedules for regular daycare services.

4. Is it possible to customize invoices with daycare invoice software? Absolutely. You can customize invoices to include your daycare’s logo, branding, and any specific information relevant to your services.

5. How does daycare invoice software help with payment reminders? Daycare invoice software can send automated payment reminders to parents via email or SMS, ensuring timely payments and reducing overdue invoices.

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