Invoice templates · Tuition
Tuition Invoice Template — Free & Fillable
A preschool or small private school sends the same invoice to every family on the 1st, and every one is slightly different: two children in two programs, after care three days a week, the sibling discount, a late pickup on a Tuesday. This template starts with a real monthly tuition bill for one family, and the guide below covers enrollment fees, seat deposits and the year paid on a 10-payment plan.
Run a school or preschool? Tuition Tab bills tuition and every fee after it: one balance per family, on autopay, for preschools and small private schools. See also Fee-Lion for preschools.
Make your tuition invoice
Prefilled with a sample monthly preschool tuition invoice for a family with two children — every line, the terms and the notes. Swap in your own quantities and rates, add your logo and the customer’s details, and download a clean PDF. Credits like a deposit received go in as a negative rate. No signup, no watermark.
The tuition invoices you’ll actually send
Monthly tuition invoices
One invoice per family on the 1st for that month, with each child on their own line: program, days and hours, and the child’s first name and last initial. Before care, after care and lunch go underneath, then any discount as a negative line. Families on auto-pay are charged the same day; everyone else gets a due date like the 10th.
Enrollment invoices
When a family signs the enrollment agreement, bill what is due to hold the seat: the registration fee (usually per family, non-refundable), the supply or activity fee, and a seat deposit, often one month of tuition, credited to the first or last month. Say on the invoice which month the deposit will be applied to.
Annual tuition on a payment plan
Some families pay the year at once, often for a small discount; most spread it over 10 or 12 payments. Either way the invoice shows the full year’s tuition and fees, the seat deposit already paid, and then the schedule of payments with their dates, so a parent can always see what is left.
Extras as they happen
Late pickups, drop-in after care, field trips, enrichment clubs and summer camp weeks. Add them to the next tuition invoice with the date on the line, or send them on their own if they are large. Third-party payers, such as an employer that pays part of tuition or a child care assistance program, get their own invoice for their share.
What goes on a tuition invoice
| Line | How it’s billed | Example |
|---|---|---|
| Monthly tuition | Per child, per month, by program and days | Toddlers 3 mornings $545 · Pre-K 5 days $1,180 |
| Registration fee | Per family, per school year, non-refundable | $150 |
| Supply & activity fee | Per child, per year | $225 |
| Seat deposit | Paid at enrollment, credited to tuition | 10% of the year · or one month |
| Before care / after care | Per child, per month | $160 · $310 |
| Drop-in after care | Per afternoon | $32 |
| Late pickup fee | Per minute after closing | $1/min |
| Sibling discount | Negative line, on the younger child | −10% of tuition |
| Tuition assistance | Credit, applied to the month | −$150 to −$450 |
| Summer camp | Per week | $295/week |
Example prices come from the Wrenfield Preschool demo price book (Madison, WI). Your market, crew and suppliers will differ — use them for structure, not as a rate card.
A school year on a 10-payment plan
A Pre-K family that signs the enrollment agreement in March and pays the year in 10 payments, September to June. The seat deposit paid at signing comes off before the payments are worked out.
| Pre-K tuition, 5 days/week, September to June | $11,800.00 |
|---|---|
| Registration fee and supply & activity fee | $375.00 |
| School year total | $12,175.00 |
| Seat deposit paid at enrollment (10%) | −$1,217.50 |
| Balance on the payment plan | $10,957.50 |
| 10 payments of $1,095.75, due on the 1st, September to June | 10 × $1,095.75 |
Put the payment dates on the invoice itself, not only in the enrollment agreement. When a family asks what they still owe in February, the answer is on the document they already have, and a statement on the 1st of each month shows the running balance.
Due dates, auto-pay and late fees
Bill tuition in advance, on the 1st for that month, with a short due date such as the 10th. Auto-pay by card or bank account is the single biggest help: on tuition-sized amounts, bank (ACH) payments also keep card fees down.
Many schools charge a late fee after the due date, either a flat amount or a monthly percentage, and some pause enrollment after a set number of days past due. Put the policy in the enrollment agreement and the family handbook before you use it; rules on late fees vary by state.
Write your withdrawal policy down: how much notice a family must give, whether the seat deposit is refundable, and how a mid-month withdrawal is prorated. When it happens, a credit note on the last invoice settles it cleanly.
Working out what an overdue balance has accrued? Use the late fee calculator, or see Net 30 and other payment terms explained.
Year-end statements, assistance and taxes
Families often need a year-end statement of what they paid for child care, for a dependent care FSA or the child and dependent care credit. Those usually ask for your business name, address, taxpayer ID and the amount paid in the year, so keep invoices and payments per family in one place.
Tuition is generally not subject to sales tax, but supply sales, meals or camp may be treated differently in some states. Licensing rules for child care programs also differ by state. Check your state’s rules, and keep tuition, fees and goods on separate lines.
General information, not legal or tax advice — rules differ by state and change over time.
Frequently asked questions
What should a tuition invoice include?
Your school’s name and address, the family (parents) and each child’s first name and last initial, the month or term billed, each program with its days and hours, care add-ons, fees, discounts and credits as negative lines, the due date, how to pay, and your late and withdrawal policy.
Should preschool tuition be billed monthly or yearly?
Monthly is the most common: the year’s tuition split into 10 or 12 equal payments, due on the 1st. Some schools also offer pay-in-full with a small discount. Either way, keep the yearly amount visible so families understand the monthly figure is not a fee for days attended.
Do I reduce tuition for absences or holidays?
Most schools don’t: tuition holds a seat, so it is the same each month regardless of absences, holidays or closure days on the calendar. Say so in the agreement and on the invoice. Unplanned closures such as snow days are sometimes credited, and a credit line makes that clear.
How do I bill a sibling discount?
Put each child’s tuition on its own line, then the discount as a negative line underneath, for example “Sibling discount — 10% of Leo’s tuition”. Families can see the discount every month, and you can see which accounts have one.
How do I charge late pickup fees?
Bill minutes after closing times your per-minute rate, as a line with the date, on the next tuition invoice. Many programs charge about $1 per minute. Put the rate in the family handbook so the line is never a surprise.
Checking you have everything on it? See the full invoice checklist, or how to get clients to pay on time.
More invoice templates
Or see all invoice templates.