Quick Overview
- 1#1: Procare - Comprehensive childcare management software with advanced accounting, billing, payroll, and financial reporting tailored for daycare centers.
- 2#2: Jackrabbit Class - Class and childcare management platform featuring integrated billing, invoicing, payments, and detailed financial analytics.
- 3#3: Brightwheel - Mobile-first childcare app with seamless invoicing, online payments, attendance tracking, and financial management tools.
- 4#4: Lillio - All-in-one childcare platform offering billing, payroll, state compliance reporting, and robust accounting features.
- 5#5: Sandbox Software - Cloud-based childcare management system with automated billing, payroll processing, and customizable financial reports.
- 6#6: EZChildTrack - User-friendly childcare software providing billing, payment tracking, and accounting integration for small to medium centers.
- 7#7: SmartCare - Childcare management solution with built-in accounting, family billing, subsidy tracking, and expense management.
- 8#8: ChildCare Sage - Affordable childcare system featuring automated invoicing, payment processing, and financial record-keeping.
- 9#9: ChildCare Manager - Simple web-based tool for childcare billing, attendance, and basic accounting needs.
- 10#10: Momentis Systems - Childcare software with financial management, tuition billing, and reporting capabilities for centers.
Tools were chosen for their comprehensive feature sets, intuitive design, reliability, and value, ensuring they meet the unique financial, operational, and regulatory demands of childcare providers.
Comparison Table
Looking to streamline childcare accounting? This comparison table features top tools like Procare, Jackrabbit Class, Brightwheel, Lillio, Sandbox Software, and more, guiding you through their key offerings. Readers will discover essential details to select software that aligns with their operational and financial needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Procare Comprehensive childcare management software with advanced accounting, billing, payroll, and financial reporting tailored for daycare centers. | specialized | 9.4/10 | 9.7/10 | 8.6/10 | 9.2/10 |
| 2 | Jackrabbit Class Class and childcare management platform featuring integrated billing, invoicing, payments, and detailed financial analytics. | specialized | 8.6/10 | 9.0/10 | 8.5/10 | 8.0/10 |
| 3 | Brightwheel Mobile-first childcare app with seamless invoicing, online payments, attendance tracking, and financial management tools. | specialized | 8.1/10 | 7.6/10 | 9.2/10 | 8.3/10 |
| 4 | Lillio All-in-one childcare platform offering billing, payroll, state compliance reporting, and robust accounting features. | specialized | 8.6/10 | 8.4/10 | 9.1/10 | 8.3/10 |
| 5 | Sandbox Software Cloud-based childcare management system with automated billing, payroll processing, and customizable financial reports. | specialized | 8.2/10 | 8.5/10 | 8.0/10 | 7.8/10 |
| 6 | EZChildTrack User-friendly childcare software providing billing, payment tracking, and accounting integration for small to medium centers. | specialized | 7.8/10 | 7.5/10 | 8.5/10 | 8.2/10 |
| 7 | SmartCare Childcare management solution with built-in accounting, family billing, subsidy tracking, and expense management. | specialized | 8.3/10 | 8.7/10 | 8.0/10 | 7.9/10 |
| 8 | ChildCare Sage Affordable childcare system featuring automated invoicing, payment processing, and financial record-keeping. | specialized | 7.2/10 | 7.5/10 | 8.1/10 | 6.9/10 |
| 9 | ChildCare Manager Simple web-based tool for childcare billing, attendance, and basic accounting needs. | specialized | 8.1/10 | 8.3/10 | 8.5/10 | 7.7/10 |
| 10 | Momentis Systems Childcare software with financial management, tuition billing, and reporting capabilities for centers. | specialized | 7.8/10 | 8.2/10 | 7.0/10 | 7.5/10 |
Comprehensive childcare management software with advanced accounting, billing, payroll, and financial reporting tailored for daycare centers.
Class and childcare management platform featuring integrated billing, invoicing, payments, and detailed financial analytics.
Mobile-first childcare app with seamless invoicing, online payments, attendance tracking, and financial management tools.
All-in-one childcare platform offering billing, payroll, state compliance reporting, and robust accounting features.
Cloud-based childcare management system with automated billing, payroll processing, and customizable financial reports.
User-friendly childcare software providing billing, payment tracking, and accounting integration for small to medium centers.
Childcare management solution with built-in accounting, family billing, subsidy tracking, and expense management.
Affordable childcare system featuring automated invoicing, payment processing, and financial record-keeping.
Simple web-based tool for childcare billing, attendance, and basic accounting needs.
Childcare software with financial management, tuition billing, and reporting capabilities for centers.
Procare
specializedComprehensive childcare management software with advanced accounting, billing, payroll, and financial reporting tailored for daycare centers.
Advanced Child Billing engine that automatically calculates complex prorated tuition, discounts, and subsidies based on real-time attendance data
Procare is a comprehensive childcare management software with robust accounting capabilities tailored for childcare providers, automating tuition billing, fee tracking, and payment processing. It handles complex scenarios like sibling discounts, multi-child families, government subsidies, and prorated charges based on attendance. The platform integrates accounting seamlessly with child tracking, staff scheduling, and family portals for streamlined operations and accurate financial reporting.
Pros
- Childcare-specific billing automation handles subsidies, sibling rates, and variable attendance effortlessly
- Integrated payment processing reduces errors and accelerates collections
- Detailed financial reporting and GL export for compliance and analysis
Cons
- Steep initial learning curve for full feature utilization
- Pricing can be high for very small centers with few children
- Some advanced customizations require add-ons or support
Best For
Medium to large childcare centers needing integrated accounting with daily management operations.
Pricing
Starts at $129/month for base plans (up to 50 children), scales to $300+/month for larger centers; includes payment processing fees.
Jackrabbit Class
specializedClass and childcare management platform featuring integrated billing, invoicing, payments, and detailed financial analytics.
Automated family billing that consolidates charges for multiple siblings across classes into a single, customizable invoice
Jackrabbit Class is a cloud-based management platform tailored for childcare centers, dance studios, and youth activity programs, with strong accounting features for tuition billing, invoicing, and payments. It automates family billing across multiple children and classes, tracks payments, generates financial reports, and integrates online payment processing. While not a standalone accounting tool like QuickBooks, it excels in childcare-specific financial workflows combined with scheduling and enrollment management.
Pros
- Integrated tuition billing and automated invoicing for families with multiple children
- Comprehensive financial reporting and revenue tracking tailored to class-based childcare
- Online payment processing with parent portal for quick collections
Cons
- Pricing scales with number of students, which can become expensive for larger centers
- Less flexible for advanced general ledger accounting compared to dedicated tools
- Initial setup and customization require time and training
Best For
Small to mid-sized childcare centers and after-school programs needing seamless integration of class management and tuition accounting.
Pricing
Starts at $125/month for up to 100 students, plus $1.25 per additional student per month; custom quotes for larger operations.
Brightwheel
specializedMobile-first childcare app with seamless invoicing, online payments, attendance tracking, and financial management tools.
Real-time attendance syncing with billing to automatically adjust invoices for actual days attended
Brightwheel is an all-in-one childcare management platform with integrated accounting tools designed for daycare centers and preschools. It handles automated billing, tuition payments, attendance-based invoicing, and basic financial reporting to streamline revenue management. While it excels in operational billing, it serves as a supplementary accounting solution rather than a full-featured ERP for complex childcare finances.
Pros
- Automated recurring billing and multi-payment options (ACH, credit card)
- Attendance-linked invoicing for precise revenue tracking
- User-friendly financial dashboards and exportable reports
Cons
- Lacks advanced accounting like general ledger or tax compliance tools
- Pricing scales with enrollment size, increasing costs for larger centers
- Limited native integrations with pro accounting software like QuickBooks
Best For
Small to mid-sized childcare providers seeking simple, integrated billing within daily operations without needing standalone accounting software.
Pricing
Starts at $0 for Essential (limited features), $10/child/month for Plus, $16/child/month for Premium; enterprise custom pricing.
Lillio
specializedAll-in-one childcare platform offering billing, payroll, state compliance reporting, and robust accounting features.
Real-time attendance-to-billing automation that calculates charges dynamically based on child check-ins
Lillio is a comprehensive childcare management platform with integrated accounting tools designed specifically for daycare centers, preschools, and after-school programs. It automates billing based on attendance, processes online payments, generates financial reports, and supports payroll integration. The software streamlines financial operations while connecting seamlessly with daily management tasks like parent communication and staff scheduling.
Pros
- Automated attendance-based billing ensures accurate invoicing without manual entry
- User-friendly parent portal for quick online payments and communication
- Robust reporting dashboard for revenue tracking and financial insights
Cons
- Lacks advanced accounting features like multi-entity consolidation for large chains
- Custom report building can require support assistance
- Higher costs for add-ons like payroll and multi-location support
Best For
Small to mid-sized childcare providers seeking an all-in-one solution that combines accounting with operational management.
Pricing
Starts at $29/month for Essentials plan; scales to $99+/month for Pro/Enterprise based on children enrolled and features.
Sandbox Software
specializedCloud-based childcare management system with automated billing, payroll processing, and customizable financial reports.
Real-time prorated billing that automatically calculates charges based on actual attendance hours and schedules
Sandbox Software (mysandbox.com) is a cloud-based childcare management platform with integrated accounting tools designed specifically for daycare centers, preschools, and after-school programs. It automates tuition billing, invoicing, payment processing, and financial reporting by linking directly to attendance and scheduling data. The software supports subsidies, late fees, and multiple payment methods, making it suitable for handling childcare-specific financial workflows.
Pros
- Seamless integration of daily attendance with automated prorated billing
- Comprehensive financial reports including profit/loss and subsidy tracking
- Mobile app for parents to view invoices and make payments
Cons
- Lacks deep integrations with advanced accounting software like QuickBooks
- Pricing scales quickly with number of children, less ideal for very large centers
- Some users report a moderate learning curve for custom reporting
Best For
Small to medium childcare providers needing an all-in-one operational and accounting solution without complex setups.
Pricing
Base fee starts at $99/month plus $1.50-$2.00 per child/month; volume discounts and custom enterprise pricing available.
EZChildTrack
specializedUser-friendly childcare software providing billing, payment tracking, and accounting integration for small to medium centers.
Automated billing directly linked to real-time attendance tracking
EZChildTrack is a comprehensive childcare management software that specializes in attendance tracking, automated billing, and financial reporting tailored for daycare centers and preschools. It integrates child check-in/out with invoicing, handles tuition payments via online portals, and generates essential accounting reports like income statements and tax forms. The platform also supports parent communication and state compliance reporting, making it a streamlined solution for childcare accounting needs.
Pros
- Affordable pricing scaled to number of children
- Seamless integration of attendance data with automated billing
- User-friendly parent portal for payments and updates
Cons
- Limited advanced accounting features like payroll integration
- Reporting customization could be more robust
- Mobile app lacks some desktop functionalities
Best For
Small to medium-sized childcare centers seeking simple, cost-effective accounting tied to daily operations.
Pricing
Starts at $29/month for up to 50 children, $0.75-$1.25 per additional child/month; includes payment processing fees.
SmartCare
specializedChildcare management solution with built-in accounting, family billing, subsidy tracking, and expense management.
SmartBilling's real-time automated invoicing that dynamically calculates charges based on actual attendance, schedules, and funding sources
SmartCare is a comprehensive childcare management software with strong accounting capabilities tailored for daycare centers, preschools, and after-school programs. It automates invoicing, processes payments, tracks accounts receivable/payable, and generates detailed financial reports while integrating attendance and scheduling data for accurate billing. The platform supports subsidy tracking, multiple payment methods, and payroll integration, making it a solid all-in-one solution for childcare financial management.
Pros
- Childcare-specific billing automation tied to attendance and schedules
- Integrated parent portal for easy online payments and statements
- Comprehensive financial reporting and subsidy management
Cons
- Pricing scales quickly for larger centers or additional modules
- Steeper learning curve for advanced accounting customizations
- Limited native integrations with non-childcare accounting software like QuickBooks
Best For
Medium-sized childcare centers seeking an integrated platform for operations and accounting without needing separate financial tools.
Pricing
Custom quote-based pricing starting around $79/month for small centers (up to 50 children), scaling with size and features.
ChildCare Sage
specializedAffordable childcare system featuring automated invoicing, payment processing, and financial record-keeping.
Automated subsidy management with built-in reimbursement workflows for programs like CACFP and state aid
ChildCare Sage is a cloud-based childcare management software with integrated accounting features tailored for daycare centers and preschools. It handles automated invoicing based on attendance, processes online payments from parents, manages government subsidies, and provides essential financial reporting like profit/loss statements and tax-ready exports. While it excels in childcare-specific billing, it lacks depth in general ledger or advanced payroll compared to dedicated accounting tools.
Pros
- Intuitive billing tied to daily attendance and schedules
- Seamless online payment collection with multiple gateways
- Strong support for subsidy tracking and reimbursements
Cons
- Limited advanced accounting like full AP/AR or inventory
- Reporting customization is basic
- Pricing scales quickly with center size
Best For
Small to mid-sized childcare providers needing simple, integrated billing and basic financial tracking without complex accounting needs.
Pricing
Starts at $59/month for up to 50 children; $99/month for 51-100; custom enterprise pricing; 14-day free trial.
ChildCare Manager
specializedSimple web-based tool for childcare billing, attendance, and basic accounting needs.
Automated subsidy and prorated tuition billing tailored to childcare regulations and schedules
ChildCare Manager is an all-in-one software platform designed specifically for childcare centers, with strong accounting capabilities including tuition billing, subsidy tracking, and financial reporting. It streamlines invoicing for weekly, bi-weekly, or monthly schedules, handles online payments, and integrates with tools like QuickBooks for deeper accounting needs. The system also manages child enrollment, attendance, and parent communications alongside its fiscal tools, making it a centralized solution for childcare operations.
Pros
- Childcare-specific billing handles prorated tuition, late fees, and subsidies accurately
- Seamless online payment processing with multiple gateways
- Comprehensive financial reports for revenue tracking and profitability analysis
Cons
- Limited advanced accounting features like full AR/AP without QuickBooks integration
- Pricing scales quickly with center size, less ideal for very small operations
- Reporting customization is basic compared to enterprise tools
Best For
Small to mid-sized childcare centers seeking integrated billing and basic accounting without needing standalone finance software.
Pricing
Starts at $129/month for up to 50 children; scales to $300+/month for larger centers, plus setup fees.
Momentis Systems
specializedChildcare software with financial management, tuition billing, and reporting capabilities for centers.
Attendance-linked billing that automatically calculates tuition based on actual hours attended, schedules, and subsidies
Momentis Systems' Procare Software is a comprehensive childcare management platform with robust accounting features designed for daycare centers and preschools. It handles family billing, tuition calculations based on attendance and schedules, subsidy tracking, and financial reporting, while integrating with QuickBooks for seamless accounting. The solution supports enrollment management, payment processing, and compliance reporting tailored to the childcare industry.
Pros
- Industry-specific accounting for childcare billing, subsidies, and attendance-based invoicing
- Strong QuickBooks integration and detailed financial reporting
- Built-in payment processing with Tuition Express for efficient collections
Cons
- Dated interface with a noticeable learning curve for new users
- Pricing can be steep for very small centers
- Limited mobile app functionality compared to modern competitors
Best For
Medium-sized childcare centers needing integrated accounting and management tools with QuickBooks compatibility.
Pricing
Custom quotes based on center size; starts around $150/month for basic plans, plus per-child fees and payment processing add-ons.
Conclusion
The reviewed childcare accounting software addresses varied operational needs, with Procare leading as the top choice thanks to its integrated accounting, billing, payroll, and reporting tools. Jackrabbit Class and Brightwheel shine as strong alternatives, offering streamlined management and user-friendly features suited to distinct priorities, while all solutions simplify financial tasks for focused caregiving.
Don’t miss out on efficient childcare management—start with Procare, the top-ranked tool for mastering your center’s finances.
Tools Reviewed
All tools were independently evaluated for this comparison