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Keeping Your Daycare Records
A daycare center is a business. Like any business, it should keep good records, but what kind? What makes it different from any other business around? Not much really, except you have a select clientele. But what’s the difference between you and other companies? Nothing much. You still have to keep transaction records, receipts for tax day, receipts and records of day to day expenses and such.
If you've zero to little experience with record keeping, then this is the page for you! We’ll give you simple tips on what records you should have on hand with your daycare business.
Keep your licensing, accreditation and other pertinent records in a safe place. This includes your lease agreement (if any), deed to properties, copies and originals of your daycare licenses and accreditations. Keep a copy at your office or home and send others to the bank. That way even if disaster occurs, you have your files safe with you or the bank has them for you.
Keep records of daily expenses. You can either put this into the computer at home or work. It doesn’t have to be a complicated record—simply saving receipts and listing a tally of daily expenses can go a long way. In the same manner, keep bills, inventory and forms like insurance notices or things like water and gas. This will come in handy with determining your business expenses come tax time. It will also help you determine what you can do without.
When you do file taxes, keep records of tax forms and the amounts you have paid over the years. This is simple bookkeeping for your business and a smart way of doing it. It doesn’t matter if you do your taxes yourself or pay an accountant to do it. Set aside a day every month where you look everything over. Make sure you have copies of employee contracts and checks. This are for your own safety as well as that of your employees.
Client numbers and addresses, this will help you keep track of new, old and current clients. A list of emergency numbers and parent contact numbers by your office phones or in an easily visible area should be handy during emergencies, but the client numbers and addresses are for your business as well. Send old, new and current clients brochures, flyers for current promotions or special discounts. You never know when Mr. and Mrs. Smith will have that next baby! This way you will always be remembered (and hopefully considered as a first choice) by old and new clients.
Finally keep records on the kids and curriculum you have. This will help you in remember if Timmy is allergic to peanuts or that your Five Senses lesson didn’t go over so well.
Keep your records neat and accessible and you shouldn't have any problems at all! This is one way to keep your day care running smoothly. Having the necessary records handy at all times saves you the hassle of either looking for them or losing them when you need them the most.
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