Smart Part-Time Schedule Pairing
Algorithms identify complimentary part-time child schedules (e.g., Mon/Wed/Fri vs. Tue/Thu) to optimize classroom seat utilization and maximize tuition revenue from every registered spot.
Features · Billing & Online Payments
Automated Child Care Billing & Online Payments
Run tuition, multi-payer subsidies, and incidental billing across flexible daily, weekly, or monthly cycles with $0 monthly platform fees. The billing engine automates PAD/ACH and card collections, reconciles merchant lump sums line-for-line with bank statements, and isolates regional subsidy splits instantly.
- $0 Monthly Subscription Fees
- Payments via Stripe & Rotessa
- 2-Day Direct Bank Deposits
- Automated CWELCC & Voucher Split-Billing
Core features
Everything the billing engine handles for you
1-Click Automated Bulk Billing & Failure Alerts
Generates and posts all family invoices in one click, referencing individual child enrollment terms, custom tuition schedules, and discount structures. The failure engine flags NSF bank returns or expired cards instantly, eliminating missed billing lines.
Multi-Payer & Regional Subsidy Split-Billing
Calculates complex government subsidies (CWELCC base fee caps, BC CCFRI, Oregon ERDC, Texas CCDF vouchers) alongside parent co-payments. Family ledgers display clear itemized breakdowns between government portions and parent balances.
Pre-Authorized Debit (PAD) / ACH Auto-Pay
Enables families to enroll in automated bank debits or credit card billing. Digital receipts and tax statements (Form 2441 / RL-24 / Canadian Child Care Tax Receipts) are auto-generated and delivered directly to parent app accounts.
Universal Rate Flexibility & Attendance-Based Billing
Supports custom rate structures including hourly drop-in rates, part-time daily schedules, full-time monthly billing, and flexible overtime charges. Check-in timestamps integrate directly with ledger posting rules.
More Billing & Online Payments Features to Explore…
Also: Custom One-Time Fees, Late Charges & Discount Rules · Year-End Parent Tax Receipt Automation · Automated Revenue Analytics & Cash Flow Forecasting
“We went completely paperless, fee collection became automated and stress-free, and our parents love the instant updates.”
— Leah Bevan, Area Director of Magic Mountain Child Development Centres
All-in-one child care management software & app
Check out more ChildFriendly Pro Features
Billing & Online Payments
Billing & Online Payments
Automate tuition, subsidies and NSF recovery with $0 in monthly software fees.
Bill families daily, weekly or monthly, split subsidies like CWELCC from parent copays, and collect by ACH or PAD with automatic NSF notices and tax receipts.
Explore Billing & Payments
Tours, Waitlists & Registration
Child Care Admissions CRM & Waitlist Automation
Keep every classroom full with online tours, paperless enrollment and waitlists.
Families move from web inquiry to tour, application and roster automatically, while age-transition forecasting shows where your next openings are.
Learn Registration Pipeline
Attendance & Digital Kiosk
Space-Based Attendance & Touchless Check-In
Track ratios and child locations in real time, room by room.
E-signed drop-offs and pick-ups keep live ratios across rooms, playground and transit, with alerts before limits are breached and allergy and custody flags on every roster.
Explore Attendance
Automation, Tracking & Reports
Digital Licensing Logs & Audit-Ready Reports
Replace clipboards and binders with automated compliance logs.
Immunization checks, CACFP claims, incident and illness logs, allergy alerts and e-signed medication records stay audit-ready without the paperwork.
Explore Automations
Staff Administration & Scheduling
Teacher Scheduling & Staff Compliance
Build ratio-compliant schedules, track credentials and sync timesheets to payroll.
Match shifts to child arrival times, clock in at the kiosk, export timecards to payroll and get warned before CPR or background checks expire.
Explore Staff Hub
Parent Communication & Engagement
Parent Communication & Family Portal
One app for daily updates, progress, billing and messaging.
Families get daily sheets, photos, progress reports and incident notices, pay tuition and message staff directly, with no phone tag or paper slips.
Explore Family App
Classroom & Learning Tools
Classroom Management & Learning Tools
Plan curriculum, track milestones and build digital portfolios.
Create or choose lesson plans, record observations against developmental milestones and share portfolios, progress reports and calendars with families.
Explore Curriculum
Accreditation Compliance
Industry-First Digital Accreditation Hub
Swap three-ring binders for a digital NECPA accreditation workflow.
Tag evidence against NECPA standards with date-stamped photos, then give assessors a secure link to review your portfolio remotely.
Explore Accreditation
AI & Smart Automation Features
ChildFriendly Pro AI Assistant
Turn quick notes into learning stories and polish family messages instantly.
Pilot drafts journal entries, learning stories and report cards from teacher notes, and refines or translates parent messages.
Explore AI Features
Onboarding & Easy Data Migration
Free, Fast, Careful Data Migration: Live in Days, Not Weeks
Switch from Procare, Lillio, Brightwheel, or your current system with zero setup fees, zero downtime, and dedicated coaching.
Your data is migrated, reviewed, and approved by you before go-live, handled end to end by a dedicated specialist. Most centers complete onboarding in 3–5 business days, with nothing rushed to hit a deadline.
Explore Migration
Platform Security & Setup
Enterprise Cloud Security & Data Privacy
Protect child and family records with Microsoft Azure encryption.
256-bit AES encryption, PCI-compliant payment processing and role-based permissions keep data secure and compliant with PIPEDA, FERPA and COPPA.
Explore Platform Security
Dedicated support
Immediate Help From People Who Know Child Care.
No ticketing queues. No generic responses. When you reach out, you connect directly with experienced operators who know how to resolve subsidy questions, ledger balances, and room ratios on the spot.
Frequently asked questions
Clear answers to common questions about ChildFriendly Pro’s Billing & Online Payments
Read more FAQsHow does ChildFriendly Pro offer enterprise billing software for $0/month?
ChildFriendly Pro utilizes a zero-subscription fee architecture by optionally passing standard payment processing fees to parents as a transparent convenience fee or absorbing standard interchange rates, eliminating high software subscription fees for center owners. Center owners save thousands of dollars annually on platform fees while accessing bulk billing, subsidy reconciliations, and automatic ledgers.
How does the automated bulk billing engine catch missed invoices?
ChildFriendly Pro cross-references live classroom rosters against billings to flag children who have a missing invoice for the period.
How does the system handle government subsidy split-billing (CWELCC, CCFRI, Vouchers)?
ChildFriendly Pro splits invoices between government subsidy allocations and parent co-pay balances automatically. The software applies regional fee caps (e.g., CWELCC $10/day targets, BC CCFRI reductions) directly to ledgers, billing the government agency and parent separately.
Can we bill families based on actual hourly check-in times instead of flat rates?
Yes, ChildFriendly Pro features Universal Rate Flexibility that calculates exact hourly check-in timestamps. When children are scanned out at the kiosk, the system calculates total hours present against configured hourly rates or overtime thresholds and posts the charge to the ledger.
What happens when a parent's credit card or bank debit (PAD/ACH) fails?
ChildFriendly Pro instantly triggers an automated failure alert to the director's financial dashboard and sends a push notification to the parent's app. Parents receive a direct link to update their payment method, and resend their payment.
Can parents split tuition payments between two separate household bank accounts?
Yes, ChildFriendly Pro supports split-custody and multi-payer ledger routing. Co-parents can maintain individual app profiles with designated percentage splits (e.g., 50/50) or assigned line items, ensuring independent billing and separate tax receipts.
Are transaction convenience fees automatically calculated and passed to families?
Yes, ChildFriendly Pro allows centers to enable automatic convenience fee rules for credit card and ACH transactions. Charges comply with regional banking regulations and are displayed transparently on family checkout screens and records.
How does ChildFriendly Pro simplify annual tax receipt generation for parents?
ChildFriendly Pro automatically aggregates all cleared tuition payments across the calendar year into official tax summary PDFs. Parents can download verified tax statements directly from their mobile app, eliminating end-of-year manual paper receipt requests for center staff.
Does the financial engine support lump-sum bank reconciliation deposits?
Yes, ChildFriendly Pro aggregates daily credit card and ACH settlements into clean lump-sum bank deposits matching merchant statements. Detailed reconciliation reports break down every deposit by child ledger line, merchant processing fee, and subsidy payout for seamless accounting sync.
How quickly are funds deposited into our center's bank account?
Settled transactions are deposited directly into the center's verified bank account on a standard 2- business-day rolling payout schedule. Centers can also enable accelerated next-day funding to maintain liquid cash flow for payroll and facility operations.
Ready To Simplify Billing?
Book a live demo to see how ChildFriendly Pro can streamline your financial management — or create your free account today.