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
- PCI Level 1 Secure Vaults
- 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 collection, government subsidies, and NSF failure recovery with $0 in monthly software fees.
ChildFriendly Pro processes family ledger billing across daily, weekly, and monthly cycles, automating subsidy splits for CWELCC and state child care assistance vouchers alongside parent copayments. The system executes ACH direct debits and pre-authorized debit (PAD) transactions, flags NSF rejections with automated collection notices, and generates digital child care tax receipts without per-transaction software surcharges.
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Tours, Waitlists & Registration
Child Care Admissions CRM & Waitlist Automation
Keep every classroom at full capacity with automated tours, paperless enrollment, and waitlist tracking.
ChildFriendly Pro models center capacity across infant, toddler, preschool, and after-school rooms by tracking birthdates against age-transition thresholds, upcoming withdraws and new enrollments to keep classrooms full. The admissions pipeline eliminates paper forms by automating the entire enrollment sequence—transitioning families from initial web inquiry, scheduled tour, and digital application directly into the registered roster or priority waitlist with automated email updates at every step.
Learn Registration Pipeline
Attendance & Digital Kiosk
Space-Based Attendance & Touchless Check-In
Enforce real-time room ratios and track child locations room-by-room across classrooms, playground and transit.
ChildFriendly Pro tracks classroom occupancy via time-stamped, e-signed guardian drop-offs and pick-ups. The system calculates real-time staff-to-child room ratios across rooms, playground and transit vehicles, issues alerts before licensing ratios are breached, and displays visual roster indicators for food allergies and legal custody pickup orders.
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Automation, Tracking & Reports
Digital Licensing Logs & Audit-Ready Reports
Replace clipboards and binders with automated licensing logs, CACFP claims, and customizable daily compliance workflows.
ChildFriendly Pro replaces physical center paperwork with a fully automated compliance hub. Beyond evaluating immunization records against state and provincial health mandates, the platform automates CACFP food program documentation, incident and illness logs, digital allergy alerts, and e-signed medication administration workflows—among dozens of daily operational tasks designed to keep centers audit-ready.
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Staff Administration & Scheduling
Teacher Scheduling & Staff Compliance
Build ratio-compliant shift schedules, track mandatory staff credentials, and sync timesheets to payroll.
ChildFriendly Pro simplifies child care workforce management by aligning staff schedules directly with real-time child arrival curves to prevent overstaffing while protecting mandatory teacher-to-child ratios. Beyond shift optimization, the platform centralizes digital timecards with direct payroll export, enforces kiosk-based punch-ins, and tracks CPR certifications, background checks, and professional development hours with automated renewal warnings before documentation expires.
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Parent Communication & Engagement
Parent Communication & Family Portal
Connect families to daily classroom activities, progress milestones, billing, and direct center messaging.
The ChildFriendly Pro parent app centralizes daily family engagement into a unified hub, eliminating fragmented communications. Guardians receive real-time digital daily sheets, media updates, developmental progress reports, and incident notices alongside self-serve access to attendance records and tuition ledger payments. Two-way direct messaging and email broadcast tools include standardized message templates and multi-channel delivery to keep staff and families aligned without phone tag or paper slips.
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Classroom & Learning Tools
Classroom Management & Learning Tools
Customize curriculum, map developmental milestones, and build digital portfolios with shared classroom calendars.
ChildFriendly Pro equips educators to build custom, standards-aligned lesson plans or select from pre-loaded learning activities tailored to program goals. Teachers capture real-time classroom observations, tag developmental milestones, compile media-rich child portfolios, and generate formal progress reports for family conferences. Integrated classroom calendars, shared photo journals, learning documentation, and newsletters keep daily room schedules organized and curriculum progress accessible to parents.
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Accreditation Compliance
Industry-First Digital Accreditation Hub
Replace physical three-ring binders with an integrated digital workflow for NECPA accreditation standards.
ChildFriendly Pro replaces heavy three-ring compliance binders with a digital self-assessment platform built around official NECPA accreditation standards. Staff tag and organize classroom observation evidence, curriculum plans, and educator credentials directly against accreditation rubrics. Uploaded documentation photos are automatically stamped with unalterable site IDs, room numbers, and dates, while secure, time-limited portal links let external assessors review complete evidence portfolios remotely.
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AI & Smart Automation Features
ChildFriendly Pro AI Assistant
Turn brief teacher observations into framework-aligned learning stories and refine family messages instantly.
ChildFriendly Pro Pilot streamlines daily documentation by polishing parent emails and messages for tone, clarity, and professionalism while providing instant multi-language translation. The assistant transforms teacher field notes into detailed classroom journal entries, standards-aligned learning stories, and formal student report cards with minimal manual writing. Built strictly for early childhood privacy compliance, all child data, developmental records, and center communications operate inside isolated, secure environments that never train public AI models.
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Onboarding & Easy Data Migration
Free 24-Hour White-Glove Data Migration
Switch from Procare, Lillio, Brightwheel, or your current system with zero setup fees, zero downtime, and dedicated coaching.
ChildFriendly Pro eliminates the friction of switching platforms with a full-service, 24-hour migration guarantee managed directly by dedicated data specialists. Our team extracts, cleans, and re-formats existing child rosters, guardian profiles, and family billing ledgers from legacy child care management systems or spreadsheets without disrupting daily operations. To ensure complete financial accuracy, ledgers are run in parallel prior to launch, while role-based video training modules quickly get directors, lead educators, and parents up to speed.
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Platform Security & Setup
Enterprise Cloud Security & Data Privacy
Protect child and family records with enterprise Microsoft Azure encryption and strict regulatory compliance.
ChildFriendly Pro safeguards sensitive child care data through Microsoft Azure cloud infrastructure featuring 256-bit AES encryption at rest and in transit under a 99.9% uptime SLA. Tuition payments and bank accounts are protected within PCI DSS Level 1 certified vaults, ensuring zero local storage of raw financial details. Granular, role-based user permissions restrict document access to authorized personnel, maintaining compliance with PIPEDA, FERPA, and COPPA data privacy mandates backed by unalterable security audit logs.
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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.