Classroom and childcare · CC-12

Childcare Payment Record

A free printable childcare fee record — sessions, amount due, amount paid and the running balance, per child.

Download Free · no sign-up

One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.

Print it and write on it

A4 44 kB US Letter 44 kB

Fill it in type and save

A4 123 kB US Letter 123 kB

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

What this sheet is for

Keep fees and payments for one child on one page, so an awkward conversation starts from a document rather than a disagreement.

Who it is for

Childminders, nurseries, after-school clubs and anyone charging for childcare.

How to use it

One sheet per child. Fill the agreed fee in at the top.
Record sessions actually provided, not sessions booked, where those differ.
Carry the balance down the page.
Total it at the foot when the sheet fills.
Keep it with the child's file.

What is on the sheet

One page, top to bottom:

Printed under the title: Fees due and fees paid, per child, across the weeks — with what is still outstanding.

Your fees, recorded consistently. No rates, ratios or fee structures are printed here. What you charge, how funded hours work and what must be invoiced are set by you and by the rules where you operate. This records what was agreed and what arrived.

Write-on lines: Setting or childminder · Child · Parent or carer · Agreed fee · Sessions agreed per week · Payment due · Method · Year

Table, 11 rows: Week beginning · Sessions · Amount due · Date paid · Amount paid · Method · Balance · Notes

Write-on lines: Total due · Total received · Outstanding · Checked on

Questions

Does this handle funded hours?

Not by itself. Funded and subsidised hours work differently in every country and change often, so nothing about them is printed here. Record what you invoiced and what arrived; how the funding is claimed is separate.

Is it safe to keep this on paper?

It records information about children and about the adults collecting them, which is about as sensitive as records get. Keep it where only staff can read it, do not leave it on a counter facing the door, and destroy it once you no longer have a reason to hold it. Data protection law applies to a sheet of paper exactly as it does to a database, and settings are usually subject to record-keeping rules on top of that.