Perhaps you’ve visited our website before, read positive reviews, followed us on social media, but you haven’t used our software yet. Or perhaps you’ve been doing research on child care software tools, and you’re ready to take the leap to find that perfect tool for your child care business. Whatever your reason is, we are here to guide you through a successful 30-day free trial of KidKare.
We get it – it’s hard to make a decision on which child care management software is going to benefit your business the most. It can be intimidating and time consuming, and you may be thinking that 30 days isn’t a long enough time to test out a software program for your business. That’s why we’ve created this guide – so you can get started right away and maximize your free trial.
We have an invaluable knowledge base that includes training videos, live webinars, FAQs, and help articles. If you can’t find the answer you are looking for, our friendly support staff is just an email away. You can access the KidKare Knowledge Base at help.kidkare.com.
Step 1. Join our KidKare Accounting live webinar
Step 2. Add your personal and business information
Let’s get started by putting your child care business information in. When you’re logged into KidKare, click on the “Home” tab on the left navigation bar and select “My Site”. Each category is customizable by clicking the green “Edit” button in the bottom right of each box.
Avoid entering inaccurate information just for time’s sake so you can ensure you have accurate reporting later on.
Pro tip: You can change the language by clicking the red gear button in the top left corner of the screen.
Step 3. Enroll your children
Enrolling all of the children in your care first will help you better use the rest of the features in KidKare. It will also give you a good idea of how your day-to-day interactions with KidKare will be.
When you’re logged into KidKare, make sure you are on the “My Kids” screen under the “Home” tab. Click the “+Add Child” to begin enrolling your children. To learn more about enrolling children in KidKare, click here.
Pro tip: Add a photo to each child’s profile by locating the child from the “My Kids” screen then clicking the camera icon on the bottom right of the child’s default image. Click the “Choose” button and select “Photo Library”. Once you find the photo you would like, click the check mark at the bottom right of the child’s default image box to complete the upload.
Step 4. Create an invoice
Time to create an invoice. Creating invoices in KidKare is very simple and will save you a ton of time and stress in the long run. Stay organized by creating invoices on a daily, weekly, or monthly basis.
To create an invoice, click on the “Accounting” tab and select “Invoices”. Click on the blue “+Invoice” button in the top right corner.
The invoice screen has many customizable options to edit.
Billing Period – The date range that is being billed to the parents
Invoice Date – The date the invoice was created. This date does not affect your tax totals.
Email Payer on Invoice Creation – If you entered an email address for the parent, this option will email them the invoice once created. This is set to “Yes” as default.
Include withdrawn children – The default is set to “No”, but you have the option to change that.
Invoice details – create your line item details including the child, their rate, and any fees or discounts on their account.
Pro tip: Choose “Attendance” as the Rate Type for the invoice to bill according to the child’s In/Out times. This will calculate data from the Check In/Out screen to provide an accurate rate per hour. Note: the Attendance Rate Type only populates hourly units. (To learn more about check/in out times, click here.) You can set a default rate type for a child by going to a child’s profile and editing the “Billing” section. This will auto populate every time you create an invoice for that child.
Line item notes – Notes that appear on the parent’s invoice
General notes – Notes for your viewing purposes only
Pro tip: To make things even easier, you can create recurring invoices. These invoices can be created weekly, every other week, or monthly – so you don’t have to worry about creating them every single time. To learn more about recurring invoices, click here.
There are three options once you have input all of your invoice data. The “Save for later” button saves the invoice as a draft. This option is only if you plan to go back to finish the invoice later. The “Preview” button will allow you to view what the invoice will look like and then create/send it. The “Cancel” button will cancel the invoice and not record it on the invoice screen. So if you’re ready to save your invoice, click “Preview” then “Create”. If you entered an email address for the parent previously, and you have the option to email the payer upon creation, click “Create and Send” to email the invoice to the parent.
Step 5. Pay an invoice
Invoices now need to be marked as paid. To apply a payment to an invoice, navigate to the “Invoices” screen and select the invoice you would like to record a payment to.
Pro tip: You can customize and filter the invoice screen to your liking. Select the drop down box “All Invoices” to select only a certain status or statuses to show. To clear the selections, just click the item again to deselect. There are seven invoice status stypes. To learn about each one, click here.
Once you’re viewing the invoice, click the red “$” button to record a payment. Note: You cannot record a payment on a draft invoice. If you do not see the red dollar sign, double check that the invoice is not a draft. Enter in the payment details including any notes about the payment. You also have the option to email a receipt to the parent. Click “Record Payment’.
Pro tip: You can record a payment larger than what is due. This creates a “credit” on the parent’s account. To learn more about applying credits, check out the help articles below.
Step 6. Record a few expenses
Enter your child care business expenses with ease. To record an expense, click on the “Accounting” tab and select “Expenses”. Then click on the blue “+New Entry” button in the top right corner of the screen. Click the “Category” box for a drop down list of items to choose from.
Pro tip: Although we have several expense categories to choose from, you may not find one that fits your expense just right. To learn how to add a custom expense category, click here.
Once you click on an expense category, notice that KidKare informs you of what type of expense you are recording and which form it will affect. Fill in the information as requested and click “Save” or “Save/Add Another” to create another expense. Try entering your most recent grocery receipt to test out the expense feature.
Step 7. View reports
KidKare has a reporting feature that includes Accounting reports, Child reports, Meal reports, and more. Let’s start by viewing an Accounting report. Click on “Reports” in the navigation panel. Select the drop down box to view the Report categories. Select “Accounting Reports”. Another drop down box will appear. When you click “Select a report”, several accounting report options will display. Let’s select “Schedule C Detailed Expenses” to start. Select a date range and click “Run”.
If you successfully entered in some Schedule C Expenses from the previous step, your items will be displayed here (depending on the date range you have selected). You can print the report by clicking the green “Print” button.
Pro tip: Do you prefer to print or save your reports as PDFs instead? Click the green “Print” button, or use the shortcut Ctrl + P on your keyboard to bring the print dialog box up. Depending on your settings, you may have to change the printing scale to 100%. Click print. On most browsers, you can change the destination to “Save as PDF” to save instead of print. Voila!
Ready to do more with your KidKare account? Click the following links to learn more about these KidKare features.
This is just a getting started guide. To dive deeper into what KidKare has to offer, make sure to check out the KidKare Knowledge Base! You can access the help site anytime through KidKare. Just click “Get Help” in the navigation bar. You can also access the help site at help.kidkare.com.
We can’t wait for you to experience all KidKare has to offer! To get started on your free 30-day KidKare trial, click here.