Between the morning arrivals, the transmissions to parentBetween meals, naps, activities, unexpected events, and messages from family, billing often comes last. And yet, it's what brings order to your life. activity and which secures your income.
The aim of this guide: to help you start from a invoice template Ready to use (and truly adapted for childcare), to create a clear, professional, reusable, and easy-to-follow document month after month. Whether you are a babysitter, nanny, home daycare, micro-nursery, after-school care or Montessori daycareYou will have a clear method for invoicing without missing a line.
With Djaboo, you can work from a downloadable invoice template in several formats: PDF, Excel, WordGoogle Docs, Google Sheets. The point is not “the design”, it’s the consistency: same structure, same sections, fewer errors.
Tip: Keep two versions
With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎
With Djaboo, you can create professional electronic invoices in just a few clicks. All the required information is automatically added based on your business 😎
An invoice is not just a piece of paper to send: it is the document that summarizes the service provision and which proves the transactionIn childcare, it has an additional use: clarifying everything that varies.
It allows you to:
In accordance generalThe more legible your invoice is, the less time you spend answering questions.
The basic principle is the same: you charge for time, a welcome, and options. But depending on the type structurally, the level of detail changes.
A good model should be able to adapt to these variations without disrupting your organization.
An effective invoice must contain the good ones informationThis is where many people get lost: it's either too vague or too long. The best approach: a stable structure, then well-named lines.
You can write “childcare” and that’s it… but in real life, clarity saves time. So:
If you start with a model, think of it as a online form : the same boxes come up every month.
Please include the following in your form:
Once this form is properly constructed, you save a huge amount of time.
You can bill in several ways. The most important thing is to choose a method and stick to it.
Ideal for a daycare: stable, readable, less calculation.
Very common in babysitting, occasional childcare, and home daycare.
Practical for before and after school care (e.g., “morning + evening”, “3 evenings/week”, etc.).
Billing is done weekly or per period, especially for summer daycare and summer camp.
Tip: on the invoice, inscribe clearly define the basics (“monthly package”, “X hours”) and then separate the options.
To make it understandable in 10 seconds, think “table”.
And if you provide something specific (for example, a patented hygiene or equipment), mention it clearly instead of burying it in total vagueness.
Here is a short example of the structure (to copy/paste into your template):
Lines:
Total: €965 Terms: Payment upon receipt Methods: Bank transfer / Check / (optional) Online payment
This structure is simple to read and easy to find.
You don't need to "relaunch hard". You need a clear system.
Add a zone “modalities of payment"(Only once). And be specific:
Add a short sentence (1 line) that explains how to do the Payment of your invoice : “Payment by bank transfer to the account details below” or “Payment via the link provided”.
When parents know exactly what to do, they do it faster.
Two rhythms recur most often:
You issue at the end of the month (or the beginning of the following month), for the period that has passed.
Useful if you mainly do occasional babysitting, or irregular periods. Each service = one document.
Choose the method that fits your schedule. The key is to remain consistent and not change the rules every three weeks.
Even a small organization needs a minimum level of monitoring. The idea: one file per family + a simple table.
Keep for each matters customer :
And regarding archiving:
This system protects you when a parent contacts you again 6 months later.
The business invoices They are not necessarily longer. They are clearer.
This results in a professional look:
You can achieve this with a very simple Word/Excel template, then export it as a PDF.
In some cases, you may have “items” (in the sense of a billable line item) that are not pure custody:
In this case, add a dedicated line “article"(Quantity 1) and a clear price. This avoids the impression of "hidden charges".
In childcare in France, this is rarely a topic on a standard invoice. If a family or company requests a specific item, it's best to understand precisely what they expect beforehand.inscribe on the document, and check if it applies to your case.
Yes, one downloadable invoice (PDF) is often the most practical format: everyone can open it, no one “breaks” the layout.
By separating “base” and “options”, and by specifying the period. That's where 80% of the questions disappear.
Yes, as long as your rules are clear (in your conditions). Add an "adjustment" line when necessary.
Yes, especially at the beginning. The key is to have a stable structure and not recreate the document each time.
Often, yes. It's a real convenience for families and reduces delays. But also keep a traditional method (bank transfer) so that everyone can pay.
Keep your invoices clean: name, period, amounts. If you are asked for a specific wording, ask for an expected example and then reuse it.
Childcare is a responsible profession. Your invoicing should reflect your values: clear, regular, and reliable.
With a voucher invoice template (downloadable in PDF/Excel/Word), a well-designed form, and easy tracking per family, you can invoice without stress, reduce delays, and maintain a healthy business.
