Skip to Content RevTrak logo RevTrak logo
  • Who We Serve
    • Payment Processing
    • SIS Payment Integrations
    • Food Service Payment Integrations
    • Registrations
    • Event Ticketing
    • Fundraising
    • School Spirit Wear Online Store
    [{card_link_text=Download eBook, card_title=Your Guide to School Budget Planning, card_link={url={type=CONTENT, content_id=268038776552, href=https://www.revtrak.com/the-comprehensive-guide-to-school-budget-planning, href_with_scheme=null}, open_in_new_tab=false, no_follow=false, sponsored=false, user_generated_content=false, rel=}, card_content=Your Guide to School Budget Planning

    The 8-step process and best practices to create the perfect school budget.

    , card_image={src=https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/comp-budget-plan_featured_image-1.jpg, alt=, size_type=null, width=1200, height=630, loading=disabled}, card_description=

    The 8-step process and best practices to create the perfect school budget.

    , second_level_label=K-12 Districts, second_level_description=Simplify online payments and save staff time., parent_label=Who We Serve}]
    Your Guide to School Budget Planning

    The 8-step process and best practices to create the perfect school budget.

     Download eBook
    • Class Management
    • Online Registration
    • Adult Education
    • Community Arts
    [{card_link={url={type=EXTERNAL, content_id=null, href=, href_with_scheme=}, open_in_new_tab=false, no_follow=false, sponsored=false, user_generated_content=false, rel=}, card_image={src=, alt=null, size_type=null, width=null, height=null, max_width=null, max_height=null, loading=disabled}, second_level_label=Community and Adult Education, parent_label=Who We Serve, second_level_description=Streamline registration and class management.}]
    • Software
      • Center & Preschool Management
      • Online Enrollment & Registration
      • Automated Billing & Payment Processing
      • Check-in & Check-out
      • Enterprise Management
      • Reporting
      • Organizations We Serve
    • Pricing
    • Integrations
    • Resources
      • Resource Center
      • Blog
    [{card_link_text=Download eBook, card_title=A Guide to Before and After Care Management, card_link={url={type=CONTENT, content_id=268011378418, href=https://www.revtrak.com/child-care/resource/how-to-manage-before-and-after-school-child-care-for-k12-schools, href_with_scheme=null}, open_in_new_tab=false, no_follow=false, sponsored=false, user_generated_content=false, rel=}, card_content=A Guide to Before and After Care Management

    Establish strong policies, simplify billing, manage difficult parents, promote student well-being and more.

    , card_image={src=https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/MJTW-assets/child-care/Child-CareK12-Pro.jpg, alt=, size_type=null, width=400, height=246, loading=disabled}, card_description=

    Establish strong policies, simplify billing, manage difficult parents and more.

    , second_level_label=Child Care, second_level_description=Comprehensive center management software., parent_label=Who We Serve}]
    A Guide to Before and After Care Management

    Establish strong policies, simplify billing, manage difficult parents and more.

     Download eBook
  • Products
    • RevTrak
    • RevTrak Events
    • ASAP
    • Smartcare
  • Resources
    • Resource Center
    • Blog
  • Partners
  • Contact Us
Demo
  • Sales 888.847.9885
  • Support 888.847.9885
  • Login
 

Why Childcare Centers Lose Revenue – and How to Fix it

Share

Written by: Jordan Meyers
Date: December 7, 2020

Managing a childcare business is a unique role that means you have a lot on your plate. You know that staying on top of your parent payments is crucial, but it can fall to the wayside as you focus on the day to day tasks that keep you busy. For this reason, many childcare businesses struggle to track their parent payments – and this can make it hard to pinpoint where the losses are coming from.

Making sure that parents are making payments is key, so that you can spend less time pouring over records, following up with parents that are late and trying to identify where your money is going. We’ve compiled a quick list below to help centers like yours gain your time back and more importantly- stop losing money!

Make Paying Easy

Most of us don’t carry checkbooks in our purses or pockets anymore. If a business is only accepting cash or check, it becomes an obstacle to pay for that service, and much more likely to be forgotten.

Accepting credit or debit cards in house seems like a good move. However, that means you or your child care staff is taking the time to physically swipe cards and parents have to be present to pay (and again, may forget if they are rushing in our out).

The best solution is to allow parents to pay from anywhere. Using a management software that has an app for parents means that parents can manage their own payment information and make a payment from anywhere.

This reduces the pain points mentioned above, and you’ll get bonus points from the parents who will be happiest with a solution that is easiest for them.

Enforce Late Payment Penalties

No one likes late fees. Parents don’t like to pay them, and Directors and Owners don’t love giving them. However, enforcing them sets a boundary for your parents and lets them know that not paying a bill isn’t acceptable.

Additionally, if using a system to accept parent payments, it’s worth checking out one that has an automatic late fee feature. This helps to take some of the responsibility off your plate. Let your parents know if they are more than 24 hours late (or whatever time frame you allow), that a late fee will automatically be added to their bill and processed when they pay.

Setting that expectation up front means your parents won’t be surprised by late fees and you’ll feel less guilty implementing and enforcing them.

Child Care Kit Blog

Require or Incentivize for Auto-payment

Allowing parents to autopay has become a necessity. Not only does that mean regular, recurring revenue for your center (with no follow up required on your part!), but it’s also the easiest solution for the parent. Many adults prefer to pay most bills by autopay, so they know they aren’t late and are on top of all of their bills.

Consider requiring autopay enrollment for all parents or offering an incentive to parents who set it up. We’ve seen centers do a small discount on tuition for parents enrolling in autopay or a small increase in tuition for parents who don’t enroll in autopay. You’ll know what will work best for your parents.

Once you’ve set up a system to manage your parent payments, along with automatic late payment fees and most of your parents are on autopay, you should be able to sit back and relax knowing that no revenue is getting lost in the cracks.

 

Get 100+ Editable and Printable Templates for Almost Every Preschool Situation

Daycare-Forms-Templates-Bottom Image-1

We know preschools like yours are busy. That's why we made dozens of templates to help you manage the various aspects of your organization. With billing and invoicing, activity templates, forms and even marketing materials, we have it all. Download all 100 today!
Top 34 Preschool Crafts Ideas for Preschool
In the whirlwind world of preschool education, where curiosity meets creativity at every corner, the power of crafts stands out as a beacon of imaginative exploration and developmental growth. As we dive into this comprehensive guide, "Top 34 ...
Read More
Free Child Care Waiting List Template and Guide
One of the realities of daycare in the U.S. today is availability, so a good waitlist policy plus a childcare waiting list template are important tools for daycare operators. A waitlist policy outlines the process for prospective families looking ...
Read More
resource: {id=250788794081, createdAt=1760978914357, updatedAt=1765484733730, 1='{type=string, value=Parent Newsletter Templates}', 2='{type=number, value=35}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/monthly-parent-newsletter_thumbnail.jpg',altText='',fileId=null}}', 4='{type=string, value=Lady working on template}', 5='{type=string, value=Newsletters for parents: templates, samples, ideas & guide (For every month of the year!)}', 6='{type=option, value={id=5, name='Templates and Tools', order=4, label='Templates and Tools'}}', 7='{type=option, value={id=3, name='Parents and Guardians', order=2, label='Parents and Guardians'}}', 9='{type=string, value=/child-care/resource/parent-newsletter-templates}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=parent+newsletter+templates}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}
resource: {id=250788794074, createdAt=1760978914350, updatedAt=1765484726072, 1='{type=string, value=The Definitive Child Care Marketing & Daycare Advertising Guide.}', 2='{type=number, value=10}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/SC-Complete-martketing-guide-thumbnail-1.jpg',altText='',fileId=null}}', 4='{type=string, value=smartcare teacher and kids}', 5='{type=string, value=Looking to start your advertising journey or ramp up your marketing activities? This is the guide for you.}', 6='{type=option, value={id=3, name='eBooks', order=2, label='eBooks'}}', 7='{type=option, value={id=4, name='Childcare Centers', order=3, label='Childcare Centers'}}', 9='{type=string, value=/child-care/resource/the-definitive-child-care-marketing-guide}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=the+definitive+daycare+marketing+guide}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}
resource: {id=250788794076, createdAt=1760978914352, updatedAt=1765484727991, 1='{type=string, value=The Ultimate Guide to Optimizing and Automating Your Child Care Management System}', 2='{type=number, value=10}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/Ultimate-Guide-Child-Care_thumbnails.jpg',altText='',fileId=null}}', 4='{type=string, value=teacher showing kid technology}', 5='{type=string, value=Trying to find the best ways to optimize and automate you child care management system? This guide gets you there.}', 6='{type=option, value={id=3, name='eBooks', order=2, label='eBooks'}}', 7='{type=option, value={id=4, name='Childcare Centers', order=3, label='Childcare Centers'}}', 9='{type=string, value=/child-care/resource/the-ultimate-guide-to-optimizing-and-automating-your-child-care-management-system}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=the+ultimate+guide+to+optimizing+and+automating+your+child+care+management+system}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}
resource: {id=250788794077, createdAt=1760978914353, updatedAt=1765484728703, 1='{type=string, value=See Smartcare in Action}', 2='{type=number, value=30}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/Laptop-balance.jpg',altText='',fileId=null}}', 4='{type=string, value=Laptop showing bill.}', 5='{type=string, value=Watch this short demo video to learn how Smartcare makes life easy for child care providers and parents.}', 6='{type=option, value={id=6, name='Videos', order=5, label='Videos'}}', 7='{type=option, value={id=4, name='Childcare Centers', order=3, label='Childcare Centers'}}', 9='{type=string, value=/child-care/resource/smartcare-demo-video}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=smartcare+demo+video}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}
resources: [{data={id=250788794081, createdAt=1760978914357, updatedAt=1765484733730, 1='{type=string, value=Parent Newsletter Templates}', 2='{type=number, value=35}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/monthly-parent-newsletter_thumbnail.jpg',altText='',fileId=null}}', 4='{type=string, value=Lady working on template}', 5='{type=string, value=Newsletters for parents: templates, samples, ideas & guide (For every month of the year!)}', 6='{type=option, value={id=5, name='Templates and Tools', order=4, label='Templates and Tools'}}', 7='{type=option, value={id=3, name='Parents and Guardians', order=2, label='Parents and Guardians'}}', 9='{type=string, value=/child-care/resource/parent-newsletter-templates}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=parent+newsletter+templates}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}, title=Parent Newsletter Templates, image=https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/monthly-parent-newsletter_thumbnail.jpg, link_text=View Resource, link=/child-care/resource/parent-newsletter-templates}, {data={id=250788794074, createdAt=1760978914350, updatedAt=1765484726072, 1='{type=string, value=The Definitive Child Care Marketing & Daycare Advertising Guide.}', 2='{type=number, value=10}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/SC-Complete-martketing-guide-thumbnail-1.jpg',altText='',fileId=null}}', 4='{type=string, value=smartcare teacher and kids}', 5='{type=string, value=Looking to start your advertising journey or ramp up your marketing activities? This is the guide for you.}', 6='{type=option, value={id=3, name='eBooks', order=2, label='eBooks'}}', 7='{type=option, value={id=4, name='Childcare Centers', order=3, label='Childcare Centers'}}', 9='{type=string, value=/child-care/resource/the-definitive-child-care-marketing-guide}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=the+definitive+daycare+marketing+guide}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}, title=The Definitive Child Care Marketing & Daycare Advertising Guide., image=https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/SC-Complete-martketing-guide-thumbnail-1.jpg, link_text=View Resource, link=/child-care/resource/the-definitive-child-care-marketing-guide}, {data={id=250788794076, createdAt=1760978914352, updatedAt=1765484727991, 1='{type=string, value=The Ultimate Guide to Optimizing and Automating Your Child Care Management System}', 2='{type=number, value=10}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/Ultimate-Guide-Child-Care_thumbnails.jpg',altText='',fileId=null}}', 4='{type=string, value=teacher showing kid technology}', 5='{type=string, value=Trying to find the best ways to optimize and automate you child care management system? This guide gets you there.}', 6='{type=option, value={id=3, name='eBooks', order=2, label='eBooks'}}', 7='{type=option, value={id=4, name='Childcare Centers', order=3, label='Childcare Centers'}}', 9='{type=string, value=/child-care/resource/the-ultimate-guide-to-optimizing-and-automating-your-child-care-management-system}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=the+ultimate+guide+to+optimizing+and+automating+your+child+care+management+system}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}, title=The Ultimate Guide to Optimizing and Automating Your Child Care Management System, image=https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/Ultimate-Guide-Child-Care_thumbnails.jpg, link_text=View Resource, link=/child-care/resource/the-ultimate-guide-to-optimizing-and-automating-your-child-care-management-system}, {data={id=250788794077, createdAt=1760978914353, updatedAt=1765484728703, 1='{type=string, value=See Smartcare in Action}', 2='{type=number, value=30}', 3='{type=image, value=Image{width=null,height=null,url='https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/Laptop-balance.jpg',altText='',fileId=null}}', 4='{type=string, value=Laptop showing bill.}', 5='{type=string, value=Watch this short demo video to learn how Smartcare makes life easy for child care providers and parents.}', 6='{type=option, value={id=6, name='Videos', order=5, label='Videos'}}', 7='{type=option, value={id=4, name='Childcare Centers', order=3, label='Childcare Centers'}}', 9='{type=string, value=/child-care/resource/smartcare-demo-video}', 10='{type=string, value=?utm_medium=organic&utm_source=website-ctas&?utm_campaign=Child-Care-Website-CTAS&utm_content=smartcare+demo+video}', 11='{type=number, value=1}', 13='{type=string, value=View Resource}'}, title=See Smartcare in Action, image=https://243155282.fs1.hubspotusercontent-na2.net/hubfs/243155282/mjtw-smartcare-assets/images/resources/Laptop-balance.jpg, link_text=View Resource, link=/child-care/resource/smartcare-demo-video}]

Free Resources

Parent Newsletter Templates

View Resource

The Definitive Child Care Marketing & Daycare Advertising Guide.

View Resource

The Ultimate Guide to Optimizing and Automating Your Child Care Management System

View Resource

See Smartcare in Action

View Resource
  • Who We Serve
    • K-12 Schools
    • Child Care
    • Partners
  • About
    • Leadership
    • Careers
  • Headquarters
    • 5600 American Blvd W.
      Suite 730
      Bloomington, MN 55437
  • Call Us
    • Sales 888.847.9885
    • Support 888.847.9885
RevTrak logo
©2026 RevTrak All rights reserved.
  • PCI Certified
  • Terms of Service
  • Privacy Policy
  • Security