Administrative duties can be a time consuming and monotonous aspect of child care jobs .

Administrative assistants in child care centers and preschools can spend countless hours can be spent accessing, sorting, calculating, and reporting information. Fortunately, it is simple to shave hours off of your administration time by investing in daycare software to automate the following tasks:

1. Management of client records and business information: Daycare software reduces hours of administration time. Once you have entered family and business information into your software, the records are organized to allow efficient retrieval for reports and billing functions. Within the family records you can have quick access to enrollment and financial information allowing you to post fees and apply payments. You can also send emails directly from the family record. This saves both time and money.
2. Billing and Payment functions: Using daycare software, you can automatically bill clients and process tuition payments online with credit cards or bank account information. Most software creates and maintains an accurate ledger for accounts receivable and billing functions so that you can track all charges and payments for clients. Batch charges and batch postings of tuition payments save loads of time, since groups of clients are billed at once. Daycare software systems can automatically send out reminder notices. From the reminder email, clients can pay with a few clicks of the mouse helping you increase your daycare center’s efficiency and minimize data entry for the client.

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Owning and managing a daycare business can involve many monotonous yet essential tasks. Fortunately, software for daycare businesses can help automate the following boring tasks, making daycare administration and management extremely efficient, and freeing you up so you have time to concentrate on  other important childcare jobs and administrative functions:

• Billing and invoicing: Childcare software automatically creates invoices based on child attendance and the rates you have established. Daycare software then records and bills for child care and day care tuition charges. It also keeps track of fees for supplies and activities, co-payments, and family discounts. These invoices can be sent to clients on weekly, bi-weekly and monthly basis.

• Payment Processing: With the client’s authorization, quality daycare software will automatically process childcare tuition payments using the client’s checking or savings account or credit card information. The software then transmits the transactions and posts the tuition payment directly into your daycare business’ bank account. The software then automatic posts the payments to the client’s ledger. Electronic fee collection not only saves hours in paperwork, but also helps childcare business owners avoid bounced checks and late payments.

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Many daycare business owners spend countless hours calculating daycare tuition and fees and dealing with bounced checks and other collection headaches. How can you eliminate this tedious child care job? The best way for child care centers to increase successful payment collection is by investing in childcare software.

Daycare for software businesses usually include fee collection programs that will dramatically reduce the time and effort you  would normally spend collecting and processing payments through electronic funds transfer (EFT).

There are three ways that quality child care software may process payments:

• Recurring ACH (Automatic Clearing House) transactions: These are bank to bank transactions. Payments are automatically deducted from the client’s checking or savings account and deposited then into your daycare’s business account.
• Recurring credit card transactions:  Here, the client’s credit or debit card is automatically charged on a recurring basis.
• Point of Sale Transactions (POS): POS transactions allow you to process payments through a credit or debit card swipe on-site.

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Child care software can be a lifesaver for daycare business owners. Child care software allows child care providers to manage administrative duties, thereby increasing efficiency and client satisfaction. The most important administrative duties childcare software can help manage are the following:

Create, Manage, and Retrieve Client Records

The software should allow you to quickly register families into your child care center.  Daycare software should allow you to create sorted lists of clients and should be fully searchable. The software should provide you with an option for uploading or scanning in your own custom forms. From a client’s record, you should be able to email or bill.  Daycare software can track attendance and allows you to easily create attendance reports like attendance summaries, attendance analysis, and class summaries and analysis. Quality daycare software should also allow you to upload pictures of the family and those authorized to pick children up. (more…)