See Procare in Action

Financial Management

Taking care of children is your passion. And taking care of the financial tasks related to running your business can be a headache. Tracking expenses, sending invoices, receiving payments, reconciling bank statements, managing sibling and family discounts, logging overtime and late pick-up fees, chasing down late payments, splitting parent fees and managing subsidy payments are just a few of the financial duties  that are critical to maintaining the health of your business. Procare has a robust set of accounting capabilities that ease the burdens of managing these financial details.

Managing Staff

In addition to managing the many children in your care, managing your staff is also an important component of running your business.  Your staff members form the heart of your center or school and you want to do everything you can to help make them the best educators they can be. With comprehensive staff management features, you’ll save time on tasks like payroll and scheduling while easily monitoring staff-to-child ratios.

Attendance Tracking

In today’s child care environment, tracking information like attendance, ratios, enrollments, meals, health checks and authorized pick-ups has never been more important.  With Procare’s tracking capabilities, you can record and maintain up-to-the minute information on the children in your care with a click of a button. Improve accuracy with automatic calculations, ensure safety with contactless check-in/check-out solutions and track health checks to safeguard the well-being of children and staff – all within Procare. Our contactless check-in/check-out, advanced tracking and reporting make pick-ups and drop-offs easy and safe.

Growing Enrollment

Managing prospective families and children can be time consuming – setting up visits, ongoing communications and determining wait lists can keep you up late at night trying to engage these potential new leads. Procare tracks children and families from when they’re first interested in your center all the way through enrollment. And you can send targeted communications to these families that are best suited to where they are in the enrollment process.  

Family Registration

Collecting important information about prospective families and enrolled children requires time and typically many sheets of paper! Procare’s child care management software can automate the process of new family registration, including the ability to register online and customize registration questions, importing family and children’s data from other sources, creating wait lists, taking payments at the time of registration and more. Prospective families who are coming in as a result of leads and campaigns can also be tracked by how they learned about you so you understand the impact of your marketing efforts.    

Staying Compliant

Closely monitoring and managing staff-to-child ratios is important not only for the development of children, but also because it is governed by state requirements. Procare can track and monitor the staff-to-child ratios for every room at your center and alerts can be sent to notify staff when a ratio is out of compliance. This monitoring capability can be configured by room, day parts or for specific time allotments. For more information on ratios and group sizes, visit childcare.gov.

Managing Documents

Running a child care business requires the completion of many forms and signed documents. There are onboarding forms for your staff that need to be collected, incident reports that require a signature, permission slips to gather, immunization and allergy records to store, enrollment contracts to process… and the list goes on. Procare’s child care management software can manage all these document types and streamline the process with the ability to manage many of these in a digital format. Security restrictions can also be implemented on documents, ensuring sensitive information is protected.

Business Planning and Reporting

The complexities of operating a child care business are many. In addition to interacting with complex family situations, there are multiple federal and state agencies that may be involved in your center operations. You may need to manage subsidy payments from agencies like DHS, DFACS, DCFS or Head Start.  Your program may also participate in the USDA Child and Adult Care Food Program. Procare can help you keep track of all this information so that you have a true understanding of revenues and expenses to make profitable business decisions. Predicting future enrollment based on your capacity is also essential to better plan for your growth and Procare can do that for you. 

Meal Planning

Whether you are feeding 15 children in your home or 150 children across multiple locations, Procare gives you the tools you need to easily track meals served for breakfast, lunch, dinner and snacks. Record meal counts based on child schedules or actual attendance, logging information like free, reduced or paid statuses, along with meals claimed for reimbursement vs non-eligible meals.   Print classroom meal rosters, menus and meal count reports based on age group. A variety of food program reports are available with Procare – download example reports.

Multi-Center Management

As a leader in the business of child care, Procare understands the needs of owners with multiple locations to consolidate their reporting. Procare users can quickly generate individual reports per location or run corporate reports that combine data for all locations at once. Get a quick summary of your accounts receivable across locations or view a revenue graph with weekly, monthly and year-to-date totals. Audit and compare center performance, revenue flow and enrollment with standard data categories including payments, aging, enrollment, straight and overtime hours, FTE numbers and more.