When operators bring us in
Finance work often outgrows the old setup before an operator can rebuild it. We run the recurring operation and scope catch-up separately.
Your bookkeeper left, or the books fell behind.
We identify what is current, which records need review, and which deadlines cannot wait.
See child care catch-up bookkeepingThe process that worked for one location no longer scales.
We establish one close process across the group while preserving billing, reconciliations, and reporting by school.
See the multi-location modelOwners and board members need reports they can use.
We set a monthly close and reporting rhythm based on reconciled books, with a controller available to explain what changed.
See close and reporting supportFailed autopays & receivables follow-up
Declines and aging balances reviewed each business day and followed up promptly, before a quiet failure becomes a 60-day balance.
Tuition invoicing & autopay collection
Billed through Procare, Brightwheel, or your platform on your billing schedule, with exceptions flagged as they surface.
Proration for mid-month changes
Starts, ends, and schedule changes billed to the day, with every family account kept current.
FSA & dependent-care claims
Claim documentation prepared for any family that asks, in the format their plan wants.
Year-end tuition statements
Every family gets their statement in January, before anyone has to ask.
Transaction categorization
Bank and card transactions categorized on a weekly rhythm — nothing piles up in “uncategorized”.
Bills & vendor payments
Bills entered, scheduled, and paid on your approval — vendors paid on time without chasing you for signatures.
Account reconciliation
Bank, card, and tuition-platform accounts reconciled to the books every month.
Financial-aid rates
Financial-aid rates kept current as schedules and awards change.
Payroll reconciliation
Every payroll run tied out to the books, by classroom and program.
Variance review
Unusual payroll movement flagged and explained — staffing cost reviewed against your enrollment and ratios.
Payroll support
Questions, corrections, and coordination with your payroll provider — so issues get resolved without living on your desk.
Year-end tax & CPA support
Books prepared and organized for your CPA at year-end, with 1099 preparation support for vendors that need one.
Month-end close
Adjusting entries and accruals posted, then a controller review before anything goes out.
Monthly financial reporting
Tailored to your schools and priorities, delivered with a plain-English note on what changed and what to watch.
Owner support
A direct line for the questions between reports — expansion math, a lease decision, a number that looks off.
Budget guidance
Annual budget preparation, and check-ins against it when enrollment or staffing shifts.
Adding a school changes the finance job.
More locations mean more bank activity, tuition plans, approvals, payroll reports, and exceptions. They still have to close on one dependable schedule.
At each school
- Tuition and deposits reconciled to the books
- Bank, card, payroll, and vendor activity kept current
- Receivables and location results reported separately
Across the group
- One written close process with named owners
- Consistent reporting and controller review
- Budgets and decisions supported with location-level numbers
Tactivus runs one finance operating rhythm across the group while keeping each school visible in the numbers.
A typical first 30 days
We take over in stages: read first, establish the current baseline, then run the recurring work. Every school starts a little differently; this is the usual path.
Access & review
Books, billing system, bank feeds connected. We read before we touch.
Set the baseline
Current transactions and family balances reconciled before the recurring work changes hands.
Handover
Billing, receivables follow-up, and bookkeeping typically running with Tactivus from here.
First close
We target your first reporting package by day 10, typically within 10–15 days of month-end.
Let’s talk about your school.
Tell us how things run today. We’ll answer your questions and see whether Tactivus is a fit.
Book an intro call