This blog was originally published in 2022 and was updated on Jan. 31, 2025 with new information.
Being able to access your money when you need it is vital to running a child care business.
When your families make tuition payments, you need – and deserve! – access to those funds quickly.
That’s why Procare Solutions provides online billing with low transaction fees. Funds are typically processed the following business day (subject to bank funding and processing approvals)!
How can Procare do this? One reason is that Procare does not use any third-party processors.
Procare is the only child care center management software with integrated proprietary payment processing. That means your daycare will always get low fees and dedicated support at no additional charge.
Take a look at how Procare stacks up to another child care management software provider that relies on a third-party processor that comes with higher rates and fees.
You don’t have to worry about that lack of control with Procare.
Procare’s in-house payment processing allows your center to accept and process multiple types of payments and takes care of the burdensome administrative work for you.
The faster you can turn around your billing and payments, the quicker the money goes into your bank account and is ready to be used.
Other payment processors can wait for a payment to clear before giving that money to a center … sometimes up to seven days.
Interested in learning more ways to streamline your child care center’s billing, invoicing and payments? Check out this infographic!
With Procare, you can be confident when you tell families that their financial data, including credit-card numbers, are being protected.
In addition to strong data encryption, Procare uses hardened security standards including individual account and password authentications, role-based security authorization and complete change control auditing.
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Procare is your all-in-one payment processing solution, providing secure transactions without the middleman fees because we’re our own processor!
Our software meets or exceeds all data requirements required by law and is especially proud to be certified as SOC, type 2 complaint. In the cybersecurity world, this is a big deal. We also perform secure code testing prior to the release of production software.
A type 1 classification is given after an auditor determines system is designed suitably to achieve the related objectives on a specified date.
To earn an SOC 2 classification, an organization must meet all the requirements in type 1, but goes further to focus on testing the controls to prove their effectiveness over nine months.
Procare Solutions is the only child care management software to earn this coveted certification. We’ve been battle tested to give your center and your families peace of mind.
Several options are available for easy child care billing, including automatically sending one-time invoices or recurring invoices with an auto-pay option and billing based on attendance.
With Procare you can:
- Accept credit or debit card payments in person, online or via the child care mobile app
- Set up payments directly from a family’s bank account
- Get funding for credit cards and automatic payments from checking accounts to ensure you are not waiting for your funds
- Electronically process checks without traveling to the bank
- Accept and process split fees or co-payments from government agencies without additional hassle
- Avoid hidden fees, annual contracts and set-up fees for new customers
Get your money on time, every time. Procare is used by two out of three child care businesses that use center management software.
Want to know how much time and money your child care business could save with digital payments? Find out with this online calculator that will give you a customized estimate!
Procare Cost and Time Savings Calculator Automated Payment Processing Cost & Time Savings Calculator Digital Curriculum Cost and Time Savings Calculator
Calculate your potential cost and time savings by using Procare’s all-in-one child care management software. All we will need from you is some information about your child care location*: Calculate your potential cost and time savings by using Procare’s secure and effortless child care payment processing. All we will need from you is some information about your child care location*: Calculate your potential cost and time savings by using Procare’s classroom management. All we will need from you is some information about your child care location*:
* Our data model is based on our experience working with over 100,000 child care centers, before and after school programs and youth organizations since 1992.
Switching to Procare's automated payment processing will save you 8.28 hours and $139.93 a month!*
| Manual | Procare | |||
|---|---|---|---|---|
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) | |
| Family Registration | 0 hr | $0.00 | 0 hr | $0.00 |
| Attendance Tracking | 1.5 hr | $25.35 | 0.25 hr | $4.22 |
| Family Communication and Engagement | 1 hr | $16.90 | 0.1 hr | $1.69 |
| Financials | 10 hr | $169.00 | 1.2 hr | $20.28 |
| Payment Processing | 10.8 hr | $182.52 | 2.52 hr | $42.59 |
| Classroom Management | 10 hr | $169.00 | 0.5 hr | $8.45 |
| Family Registration | |||
|---|---|---|---|
| Manual | Procare | ||
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| 0 hr | $0.00 | 0 hr | $0.00 |
| Attendance Tracking | |||
|---|---|---|---|
| Manual | Procare | ||
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| 1.5 hr | $25.35 | 0.25 hr | $4.22 |
| Family Communication and Engagement | |||
|---|---|---|---|
| Manual | Procare | ||
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| 1 hr | $16.90 | 0.1 hr | $1.69 |
| Financials | |||
|---|---|---|---|
| Manual | Procare | ||
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| 10 hr | $169.00 | 1.2 hr | $20.28 |
| Payment Processing | |||
|---|---|---|---|
| Manual | Procare | ||
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| 10.8 hr | $182.52 | 2.52 hr | $42.59 |
| Classroom Management | |||
|---|---|---|---|
| Manual | Procare | ||
| Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| 10 hr | $169.00 | 0.5 hr | $8.45 |
We understand that smaller centers and in-home daycare providers are operating on a tight budget, and that is why we provide all these features for the affordable price of just $25 per month. Let us handle the business of child care so you can get back to caring for your children.
To learn more about Procare home version, click below.
*Please note that the report you see only factors in cost and time savings for the in-home solution features. For Procare home version users that are interested in seeing how they can benefit from Procare’s full suite of capabilities, contact us today to speak to a Procare representative. *Please note that the report you see only factors in cost and time savings for the in-home solution features. For Procare home version users that are interested in seeing how they can benefit from Procare’s full suite of capabilities, contact us today to speak to a Procare representative. *Please note that the classroom management functionality is not available for in-home users. For Procare home version users that are interested in seeing how they can benefit from Procare’s full suite of capabilities, contact us today to speak to a Procare representative.
| Cost & Time Savings | |
|---|---|
| Date | 2025-03-26 |
| Automation | Payment Processing |
| Number of Staff | |
| Number of Students | |
| Hourly Rate | $16.90 |
| Savings per Month | $139.93 and 8.28 hours |
Procare Cost and Time Savings Calculator
| Family Registration | Manual | Procare | ||
|---|---|---|---|---|
| Task | Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| Enrollment | 0 hr | $0.00 | 0 hr | $0.00 |
| Waitlist / Lead Management | 0 hr | $0.00 | 0 hr | $0.00 |
| eDocuments | 0 hr | $0.00 | 0 hr | $0.00 |
| Family Data Entry / Management | 0 hr | $0.00 | 0 hr | $0.00 |
| Health and Immunization Records | 0 hr | $0.00 | 0 hr | $0.00 |
| Total per month | 0 hr | $0.00 | 0 hr | $0.00 |
| Attendance Tracking | Manual | Procare | ||
|---|---|---|---|---|
| Task | Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| Check-in/Check-out | 0 hr | $0.00 | 0 hr | $0.00 |
| Class Roster Management | 1 hr | $16.90 | 0.05 hr | $0.85 |
| Teacher-Student Ratio Tracking | 0.5 hr | $8.45 | 0.2 hr | $3.38 |
| Total per month | 1.5 hr | $25.35 | 0.25 hr | $4.22 |
| Family Communication and Engagement | Manual | Procare | ||
|---|---|---|---|---|
| Task | Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| Child Activity Tracking | 0 hr | $0.00 | 0 hr | $0.00 |
| Family Messaging | 0 hr | $0.00 | 0 hr | $0.00 |
| Staff Messaging | 0 hr | $0.00 | 0 hr | $0.00 |
| Meal Planning | 1 hr | $16.90 | 0.1 hr | $1.69 |
| Total per month | 1 hr | $16.90 | 0.1 hr | $1.69 |
| Financials | Manual | Procare | ||
|---|---|---|---|---|
| Task | Time(hr/month) | Cost($/month) | Time(hr/month) | Cost($/month) |
| Payroll | 0 hr | $0.00 | 0 hr | $0.00 |
| Financial Reporting | 8 hr | $135.20 | 1 hr | $16.90 |
| Business Planning and Reporting | 2 hr | $33.80 | 0.2 hr | $3.38 |
| Staff Time Tracking / Scheduling | 0 hr | $0.00 | 0 hr | $0.00 |
| Total per month | 10 hr | $169.00 | 1.2 hr | $20.28 |
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Request a demo and talk with one of our friendly Procare experts to get a tailored child care solution for the unique needs of your business.
