How Choosing Daycare Bookkeeping Software Impacts Your Business

The first step to choosing the best daycare bookkeeping software for your home business is doing research. Invoicing, billing and keeping tabs on receivables are a chore that takes time away from your family.  Bookkeeping software can save you time and effort and will benefit your business.  So congratulations! You’re on the right track.

How to Choose the Right Bookkeeping Solution for Your Daycare Business  

There are plenty of accounting software options out there. The trick is narrowing down your focus and not wasting time and energy looking at software that’s too “big” or doesn’t understand your needs as a home provider.

KidKare software (you might know us by our original name, Minute Menu) has been serving home providers, centers and sponsors and advocating for children’s nutritional and developmental health for almost 30 years.

We know what’s most important to child care businesses, we’ve compiled a list of the top five features you should look for when shopping for bookkeeping software. These features are essential to saving you time and money and eliminating stress from your already busy life.

The Top 5 Daycare Accounting Software Features You Should Look For:

  1. The software should be easy to use. Simplicity is important, especially if you’ve been keeping your books with pen and paper. Switching to a software solution is not always as easy as it sounds.

So how do you know if daycare bookkeeping software is easy to use?

There are several ways to find out. Check review websites or daycare forums where other home providers and daycare owners are talking about their experience with their accounting software.

You can also check the company’s website for videos or screenshots that will give you an idea of how their software works. Here’s a video that shows how simple it is to create an invoice using our accounting software. Our extensive library of step-by-step instructions makes the learning curve easy.

The very best way to find out if daycare bookkeeping software is easy to use is to actually use it. With KidKare Accounting you can try the software out for free for 30-days with no obligation to buy. After that it’s only $8 a month. For less than $100 a year you will save hundreds of hours of tedious accounting work.

  1. Paperless Billing. This is a big step up from handwriting invoices or creating one-time-use invoices with a generic template on a computer. With paperless billing, you can save valuable time creating and emailing invoices. You also save money on postage, paper and envelopes.

The biggest advantage of paperless billing is the ability to set your invoices as recurring, so they’re sent automatically each time without you having to do anything. This becomes increasingly important as you grow and have more customers to invoice.

Making an invoice recurring in KidKare Accounting is as easy as ticking a box. You can set invoices to be sent every week, every other week, or every month. Check out all the ways KidKare Accounting helps you streamline and manage invoices.

  1. Can you collect online payments from parents. Along with paperless billing, giving your customers the option to pay you online helps you get paid faster than if they write checks and send them through the mail, and it’s more convenient for the parents in this digital age.

Online Payments Help Grow Your Business

Online payments are expected of every business, no matter its size. Accepting only cash and checks limit your ability to grow and attract new customers.

KidKare Accounting partners with Stripe, a leading online payments processor. With Stripe, you can offer customers the ability to pay with a credit card or directly from a bank account. All they have to do is click on the payment link that is included with the invoices you send them to pay online through Stripe. KidKare Accounting will then automatically record the invoice and mark it as paid in your records, saving you even more time.

  1. Expense Tracking. According to the leading expert on the business of family child care, Tom Copelandtracking your expenses and carefully recording the number of meals and snacks you serve are two of the most important deductions that you’re entitled to on your tax return. Keeping accurate track of these numbers is critical to your bottom line.

KidKare Accounting lets you track expenses, including mileage, and calculates the all-important time/space calculation for you. It also gives you the tools to record meals as well as add, edit and schedule menus. Plus, with a single click or tap of your finger, you can run a report that shows how much food you served during any time period.

  1. Smartphone and Tablet Compatible. As a home provider, your days are packed with activities well after the last child has been picked up. You don’t have time to sit down at a desk and work on a computer. You need daycare accounting software that can be accessed on your smartphone or tablet anytime, anywhere.

You can log into KidKare Accounting on any device connected to the Internet, whenever and wherever it’s most convenient for you. You can check in children as they arrive, as well as record meals as you serve them.

Choosing the right daycare bookkeeping software is a big decision that can make a big difference in your business and your life. See what KidKare Accounting can do for you. Click Here to Sign up for a 30-day free trial today!

Are you currently using daycare bookkeeping software? Tell us about your experience in the comments section below and help other home providers with their search.

Related Post

CACFP Menus

The secret behind great CACFP menus, according to our providers.

With the help of our providers, we've gathered a nice helping of advice and creative meal suggestions just for you.

Download our CACFP menus ebook!

Online Reviews

Setting Up Monitor Access

1st Week Review

4 Week Review

Validating Online Reviews

Enroll & Edit Participants

Manually Enroll Participants

Import Rosters via Spreadsheet

Edit Participant Details

Expenses

Adding Vendors

Quick Entry Receipt

Itemized Receipts

Milk

Substitute Milk & Child Milk Allergies

Milk Audit

Purchases and Write Offs

Milk Audit Reports

Claim

Submit Claim Data to Sponsor

Set Up Your Account

Manage Client Information

Enroll Sites

Center Admin Permissions

Send Welcome Letter to Sites

Advance Claim Month

Add Additional Admin Users

eForms

Add a Digital Signature for eForms

eForms Settings

Customize eForms Email Templates

Send Renewal Invitations via eForms

Send New Enrollments via eForms

Guardians View of an eForms Enrollment

View Status for Sponsors

View eForms Invitation Status Action Items

Approve & Renew Forms

Print Completed eForms

Expenses

Manage and Verify Receipts

Manage Vendors

Menus & Attendance

Menu Templates

Create Master Menus

Copy and Paste Menus

Assign Menus to Sites

Center Daily Menu

Center Menu Calendar

Center Daily Attendance

Record Attendance & Meal Counts

Meals & Attendance

Mark Infants as Fed

Detailed Meals & Attendance

Estimating Attendance

Milk

Milk Audit

Claims

Activate Children

Track Received Claims

Process Claims/Reprocess Claims

Submit Claims to State

Upload to CNP

Advance Claim Month

List Claims

What if my site doesn’t send me their claim?

What if my site needs to make changes after they send their claim?

What if I need to make changes but I’ve already marked my claim as submitted?

Get Your Site Setup

Access site admin login

Add site level permissions and users

Tools

Messages

School Calendar

Tools Menu

Expenses

Vendors & Receipts

Record Attendance & Meal Counts

Daily Menu

Menu Production Records

Menu Templates

Grain Ounce Equivalents

Menu Calendar

Creating Infant Menus

Mark Infants as Fed

Enroll & Manage Children

Enroll a New Participant

Edit Child Information

Claims

List Claims & Track Received Claims

Submitting or Retrieving Claims from Sites

Submit Claims to State

Claims Training

Set Up Accounts

Site Details and Settings for Sponsored Centers

Creating Roles and Permissions

Creating Center Staff Logins

Staff Login

Reports

Infant Feeding Report

Milk Audit Report

Claim Manual Report

Claims

Claims Feature

Calculate Claims Button

Claims Errors

EOM Best Practices

State Upload File and Submitting to CNP

Mark Claim as Submitted

Milk

Substitute Milk and Child Milk Allergies

Milk Audit

Purchase & Write Offs

Expenses

Adding Vendors

Quick Entry Receipt

Itemized Receipts

Plan & Record Menus​

Daily Menu

Menu Production Records

Menu Templates

Menu Calendar

Grain Ounce Equivalents

Creating Infant Menus

Record Attendance & Meal Counts

Basics Meal & Attendance

Detailed Meal & Attendance

Estimating Attendance

Enroll & Manage Children​

Enroll Participant

Edit Child Information

Set Up Your Site

KidKare introduction tour.

Staff login for the first time.

How to access your account

You can access your account by following the steps below:

1. Go to the KidKare website by clicking the link below https://app.kidkare.com/#/login/ 

2. Click on “I need a new Password” in the bottom right as shown in the image below.

3. Enter your email address into the email field and then click on “Send Me” 

  • Note: The email address will be the one the state has provided us. Please use the email address on record with your state. If you no longer have access to this email address please email success@kidkare.com 

 4. This should send an email to the email address entered from KidKare Enrollment Portal with a link to reset your password. Click on the blue link 

5. Enter your new password into the fields below and click “Go” 

6. Now you can go back to the login page and login with your email as the username and your new password! 

Discover KidKare

Be able to schedule your demo with our team by filling out the form.

Tax Tips in just a few clicks

Get access to our KidKare Accounting video tutorials by filling out the form.

Reports

Review OER for Sponsors

Reports in CX

Reports Training

Start Your Free Trial

KidKare Food Program Software is a solution for single location childcare centers that submit claims directly to their state.​

Training Webinar

3/21/2024 SFSP Webinar Recording

Start Your Free Trial

KidKare Food Program Software is a solution for single location childcare centers that submit claims directly to their state.​

Schedule your
KidKare demo today

Be able to schedule a demo by filling out the form.

Subscribe to our communications.

Join our email list today and stay in the loop with all the latest news and exciting developments.

Schedule your
KidKare demo today

Start Your Free Trial

KidKare Food Program Software is a solution for single location childcare centers that submit claims directly to their state.​

Non Congregate Sites

How to enroll a NC site

Entering Meal Deliveries

We want to know you!

We understand that navigating the Child and Adult Care Food Program (CACFP) can be confusing and stressful. That's why we created our KidKare Newsletter.

Get Started Now with KidKare Food Program

Take the paperwork out of the Food Program and maximize your CACFP reimbursements with KidKare. Built exclusively for single-location childcare centers submitting claims directly to their state.

Get Started Now with KidKare Food Program

Take the paperwork out of the Food Program and maximize your CACFP reimbursements with KidKare. Built exclusively for single-location childcare centers submitting claims directly to their state.

Free eBook:

Food Program Menus

Get our free ebook by subscribing to our monthly Newsletter, The Monthly Minute by KidKare.

Every month you will receive tips and tools to help you understand and master the Food Program.

We want to know you!

We understand that navigating the Child and Adult Care Food Program (CACFP) can be confusing and stressful. That's why we created our KidKare Newsletter.

Get Started Now with KidKare Food Program

Built exclusively for single-location childcare centers submitting claims directly to their state.

Get Help

Watch our KidKare Food Program Software Demo

Be able to watch our demo by filling out the form.

KidKare For Sponsors

Our CACFP sponsor software ensures compliance and maximizes CACFP reimbursements for your Sponsor organization and participants (sites and providers).

Start your 30-day trial

KidKare Accounting is an all-in-one solution designed specifically for childcare providers, whether they participate in CACFP or not.

Start your free trial today by filling out the form below.

Roster

Roster Upload Explanation

Set Up Your Site

Import Your Roster

Creating Roles and Permissions

Creating Center Staff Logins

Get Trained

We want to know you!

We understand that navigating the Child and Adult Care Food Program (CACFP) can be confusing and stressful. That's why we created our KidKare Newsletter.

Webinar Recordings

Getting Started, Rosters & Meal Counts

Menus

Reports

Claims

Set Up Your Account

Manage Sponsor Information

Enroll Sites

Create Additional Admin Logins

Create Menus

Create Master Menus (Required)

Copy & Paste Menus

Assign Menus to Locations

Setup Vendor with Menu Access

Sponsor Monthly Tasks

Sponsor Attendance / Bulk Entry

Enter Receipts (Required)

Advance Claim Month

Claims

Track Received Claims

Mark Centers Claim for Processing

Review Claims before Submitting to State

Submit Claim to State

Advance Claim Month

State Claims List

Site Training Videos

Marking Meals & Attendance

How to Complete a Satellite Form

Submit Claims to Sponsor

How Sites view Menu Production Records

Reports

Admin Reports (Non-menu)

SFSP Sponsor Menu Reports

Disbursement Journal & Status Report

It’s quick and easy to get started

Just enter your email address below and we’ll set up a free 30 day trial just for you.

We believe in the application so much, that we know you’ll love it.