Run your schools.
We'll run the finance office.
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.
Book an intro callRunning today across 7 schools and 800+ students
Still explaining a prorated tuition rate at 9pm?
If you operate preschools, you know where the hours go. A family changes from three days to five mid-month and someone has to calculate the proration — then explain the math to the parent. A card declines and someone has to notice, follow up, and re-collect. A child withdraws and someone has to end the plan, reverse the remaining invoices, and refund the deposit. Multiply that by every family, every school, every day.
And most of it is investigation: figuring out why a balance is wrong, checking a schedule against a rate across three different sources, untangling a duplicate account before a parent gets a bad invoice. That work doesn't show up on anyone's job description — it just lands on the owner and the directors.
What we handle
Family billing, every day
Every new student activated, invoiced, and set up on a recurring plan. Withdrawals processed end to end, deposits refunded, and failed payments chased until they're collected.
Books that match reality
Every bank deposit coded and matched per school. Attendance reconciled against tuition invoices monthly — every child who attended has a charge, and every withdrawn child has stopped being billed.
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.
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.
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.
Tax season without the scramble
1099s prepared, reviewed, and filed each January. Your CPA's requests answered and adjustments booked at tax time.
How it works
Your systems, not ours
Everything runs inside the platforms you run today. You keep your data, your accounts, your access.
Written procedures, named owners
Every recurring task has a documented procedure and a person responsible for it, tracked on a close checklist per school. The work doesn't depend on anyone's memory.
Errors caught before parents see them
Before invoices go out, flagged billing plans get reviewed and schedules and rates get verified across sources — so mistakes get corrected before they reach a family.
One team across billing and accounting
The billing admin, bookkeeper, and financial controller work together daily and hand work across roles, so a deposit refund calculated by one person gets processed by the next without anything dropping.
Side by side with your directors
Vendor invoices route to your directors. New rates and policy calls come to you. A standing weekly finance meeting keeps everyone in the numbers.
Common questions
Do we have to change software?
No. We work inside your existing systems — enrollment and billing platforms like Procare and Brightwheel, accounting in QuickBooks Online or Xero, expense tools like Ramp or Expensify. Your staff and your families keep working exactly as they do today.
Who actually does the work?
Three delivery roles: a billing admin, a bookkeeper, and a financial controller. They work together daily, and all three join your weekly finance meeting as needed.
What do you need from us?
Confirmed schedules, current rates, and your policies — we work from what's approved. New rates, discounts, and financial-aid arrangements come from you and your directors. Special and reduced-rate plans are documented, and we re-verify at year rollover that they're still current.
Who talks to our parents?
We monitor and respond to the finance inbox daily — balances, payment methods, autopay troubleshooting, statements, FSA claims. Escalations follow your policy.
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.