What we handle
Family billing, bookkeeping, bills, and the monthly close — handled every day by a billing admin, a bookkeeper, and a financial controller, inside your own systems.
Family billing, every day
Every new student activated, invoiced, and set up on a recurring plan. Every schedule change repriced — including custom and prorated rates for mixed schedules, with the math explained to parents and directors. Sibling discounts, employee discounts, referral credits, and financial-aid rates applied, checked, and corrected. Add-on care, summer camp, after-school, and enrichment billed as they happen. Withdrawals processed end to end, deposits refunded, and failed payments chased until they're collected. Parents email about balances, autopay, statements, and FSA claims. We answer them — daily. At year-end, families get their tax statements and childcare-expense documentation from us.
Books that match reality
Every bank deposit coded and matched per school. Card charges reconciled. Attendance reconciled against tuition invoices monthly, for every school — every child who attended has a charge, and every withdrawn child has stopped being billed. Receivables aging goes to each director on a standing schedule.
Bills paid, vendors handled
Vendor invoices collected, routed to your directors for approval, entered to the correct period, and paid on schedule by check, wire, or ACH. W-9s, 1099 data, and ACH forms handled as part of the routine.
A real monthly close
A written close checklist per school — every task with a named owner, tracked to done. Bank, credit-card, and expense accounts reconciled to zero variance. Controller review and sign-off on the revenue reconciliation. Then a report package per school: P&L, balance sheet, AR, AP, budget-versus-actuals, and cash-flow transactions, plus projected-revenue reports from your tuition plans.
A finance partner
A standing weekly finance meeting with you. An annual budget built together and loaded into QuickBooks, with budget-versus-actuals reported monthly and variances investigated and explained — payroll movement, margin shifts, cost changes. When you're weighing a rate change or a program decision, you get analysis behind the answer.
Tax season without the scramble
Payroll-provider reports reconciled against the books each cycle. 1099s prepared, reviewed, and filed each January. Your CPA's requests answered and adjustments booked at tax time. Form 2441 and FSA documentation prepared for your families.
Talk to us
An intro call is thirty minutes about your schools: how billing and the books run now, what stays with your directors, and what would come to us.