Childcare Hours and Fees Sheet

Who this is for

Hours in one column, the rate you have agreed in the next, and the arithmetic done for you. Each session line multiplies the hours by the rate, the paid tick takes a line out of the outstanding figure, and the totals at the foot show what the period came to and what is still owed.

Parents checking an invoice against the sessions their child actually attended, childminders and nannies working out what to bill, and anyone sharing childcare costs between two households who needs the sums on one page.

What this helps you track

• Every session with its date, its hours and what it came to
• The hourly rate you have agreed, applied down the sheet or overridden line by line
• Extra time, late collections and anything charged separately, noted in the same place
• Which lines have been paid, and on what date
• The total hours, the total charged and the amount still outstanding

How to use it

1. Fill in the child, the provider and the period at the top, and put the hourly rate you have agreed in the rate field.
2. Add a line per session with the date, what the session was and the hours it ran for.
3. Leave the rate column blank to use the rate from the top of the sheet, or type a different rate on a line that was charged differently.
4. The amount column multiplies hours by rate; the outstanding column repeats that amount until the paid box is ticked.
5. Tick paid and write the date it went out, so the sheet shows the position rather than the intention.
6. Read the totals at the foot: hours, amount and what is still to pay — all worked from figures you entered.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What does childcare cost?

We have no idea, and the sheet supplies no rate, no minimum and no typical figure. Every amount on it comes from the rate you type in, which is the one you and your provider have agreed between you.

Does it handle funded or subsidised hours?

Put funded sessions on their own lines with the hours recorded and the rate left at zero, and say so in the notes. What funding exists and who qualifies differs by country and changes, so the sheet takes no view.

How is this different from a payment record?

A payment record tracks money going out. This starts a step earlier, with the hours actually attended, and turns them into the figure — which is what you need when an invoice and your memory of the week disagree.

Can I use it as an invoice?

It is a working sheet rather than an invoice, but it prints clearly enough to hand over as a statement of sessions and hours. For a numbered invoice with tax on it, use an invoice template instead.

What if sessions are the same every week?

Copy the week down — the browser and spreadsheet versions let you add rows as you go — and change only the lines that differed. The exceptions are the whole point of keeping it.