Kindergarten Invoicing & Billing Software
Recurring invoices, reusable templates, itemised line items, and VAT handling built for how European kindergartens are actually required to bill.
Most childcare billing software is built for a market where tuition is one taxable service on one invoice. European kindergartens frequently can't bill that way: care and catering are treated differently for VAT, and putting them on one document is simply wrong.
KinderConnect models that properly. Care and catering are issued as separate documents with their own VAT treatment, generated automatically each month, rather than left as something your accountant untangles afterwards.
What is included
Recurring invoice generation
Monthly invoices generate automatically from each child's plan, so billing day stops being a day of work.
Invoice templates
Define the charge structures you use — standard tuition, extended hours, sibling arrangements — once, and assign them to children.
Itemised line items
Invoices break down into the components parents actually ask about, rather than a single unexplained figure.
Correct VAT treatment for care and catering
Care and catering are issued as separate documents with the right VAT rate on each — matching how Polish kindergartens are required to invoice, not approximating it.
Multiple bank accounts
Assign different account numbers to different charge types, so tuition and meal payments land where your bookkeeping expects them.
One-off charges
Bill trips, materials, and extra activities as ad-hoc invoices without disturbing the recurring cycle.
Why it matters
Built for European VAT, not adapted to it
US-built platforms have no VAT concept at all — they were designed for a market that doesn't have one. Adding it later means bolting a tax model onto a data structure that assumed a single taxable service. Splitting care and catering across two documents is not a setting you can enable in those systems; it's a shape they can't express.
You keep the full invoice, whichever way parents pay
Bank transfer stays the default and costs nothing: parents transfer, an administrator marks the invoice settled, and no percentage leaves the facility. Online card payment is available as an opt-in you enable per facility — and when a parent uses it, the processing fee is added on top of the invoice rather than deducted from it, so the kindergarten still receives the full amount it billed. For a sector running on thin margins, that distinction matters more than the speed of the rail.
Frequently asked questions
Can parents pay online by card?
Yes, once you enable online payments for your facility and complete the payment provider's onboarding. Parents then pay a child's invoice by card, and a payment method can be saved for next time. Bank transfer remains available and remains the default — enabling cards adds an option rather than replacing one.
How does VAT work for care and catering?
They are issued as separate documents with the correct VAT treatment on each — care exempt, catering at its own rate — matching how Polish kindergartens are required to invoice. Platforms built for the US market have no VAT concept at all, so this is a shape they cannot express rather than a setting they have not enabled.
Are monthly invoices generated automatically?
Yes. Recurring generation produces each month's invoices from the child's assigned plan, so billing day stops being a day of work.
Can I bill one-off items like trips or materials?
Yes. Ad-hoc invoices cover trips, materials, and extra activities without disturbing the recurring cycle.
Can different charges go to different bank accounts?
Yes. You can assign different account numbers to different charge types, so tuition and meal payments land where your bookkeeping expects them.
Does KinderConnect send payment reminders automatically?
Yes. Once an unpaid invoice passes its due date, a scheduled job emails the payer, and further reminders follow at set stages rather than all at once. Each reminder is recorded, so a retry or a restart can never send the same one twice — the thing you least want a billing system to get wrong.
Can I offer sibling discounts?
Partially. Organisation-level sibling discount settings and family invoice grouping exist, but the full workflow is still being finalised. Ask us about your specific arrangement before relying on it.
Can one invoice cover several children?
Family invoice grouping exists, but note that VAT rules already require care and catering on separate documents, so a family with three children receives multiple legal invoices regardless.
Can I export invoices for my accountant?
Yes, as CSV from the reports screen. A direct integration with accounting packages is not currently available — exports are the handover route.
What does online card payment cost?
Nothing when parents pay by bank transfer, which stays the default. When a parent pays online, the charge is grossed up so the processing fee and our own fee sit on top of the invoice as a convenience fee — the kindergarten still nets exactly what it billed. So the software subscription is what you pay us; online payment costs the payer, not the facility.
Can parents see their invoices in the app?
Yes. Parents have their own billing view showing invoices, line items, and payment status.
Is there expense tracking or profit-and-loss reporting?
No, and this is deliberate. Bookkeeping, bank feeds, and P&L belong in real accounting software — a half-built ledger inside a childcare app would compete badly with the tool your accountant already uses.
Keep reading
Related features
Attendance Tracking for Kindergartens & Nurseries
Digital check-in and check-out, parent-reported absences, and one-click attendance exports — replacing paper sign-in sheets without losing the human moment at the door.
Learn more →Parent Communication & Messaging
Direct messaging between staff and parents with attachments, reactions, search, and an SMS fallback that only fires when a parent won't see the notification otherwise.
Learn more →Announcements & Notice Board
Broadcast notices to the whole facility or a single group, schedule them in advance, reuse templates, and see exactly which parents have received them.
Learn more →Photo & Video Sharing for Daycares
Share moments from the day with the right parents only — every photo is tagged to specific children, and consent status is tracked per child.
Learn more →Daily Reports for Parents
A per-child summary of the day — meals, naps, activities, and notes — recorded as it happens instead of written up at 5pm.
Learn more →Parent Surveys & Polls
Ask parents a question and get a countable answer — single-choice, multi-choice, or rating, with audience targeting, optional anonymity, and CSV export.
Learn more →