The complete income and attendance tracking system for self-employed childcare providers.

Running a childcare business involves a complexity that almost no other self-employed role has. Government funding that reduces what parents pay but still counts as your income. Attendance records required for Ofsted and DHS inspections. Sibling discounts, late pickup fees, term-time vs holiday pricing, EYFS free hours that must be tracked separately from top-up charges. Most childminders manage this with a notebook or nothing — and by April they genuinely don't know what they made.

This tracker fixes every single one of those problems. Ten professional tabs give a complete childcare business operating system: log every session with child, session type, hours, billed amount, and funding offset so net income appears instantly. Track every government funding claim in its own dedicated tab — EYFS 15hr, EYFS 30hr, 2yr funding, CCAP, Tax-Free Childcare — all kept separate from parent fees exactly as HMRC and IRS require.

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## 📦 WHAT'S INSIDE — 10 Professional Tabs

1. 📊 Dashboard — Live Business Overview

21 live KPIs across three rows. Attendance row: sessions logged, total income, funding offset, net income, avg fee/session, this-month income, outstanding fees. Register row: total children, funded children, total funding received, total supplies, total miles, mileage deduction, tax deductible. Intelligence row: full-time count, part-time count, SEND count, avg age in months, avg hourly rate, sessions paid, sessions outstanding. Recent 10-session table and quarterly tax snapshot.

2. 👶 Child Register — 100-Row Child Database

Full name, date of birth, parent/guardian, emergency contact, phone, email, session pattern, hourly rate, funded (Y/N), SEND (Y/N), monthly fee (auto-pulled from Attendance Log), start date, outstanding balance, medical/allergy notes. Summary: total children, total monthly income, funded count, avg hourly rate, full/part-time counts, avg age, SEND count, total outstanding. Essential for Ofsted/DHS inspection records.

3. 📅 Attendance Log — 400-Row Session Tracker

Every session: date, child name, session type (full day, half day AM/PM, before school, after school, holiday club, wraparound, emergency), start/end time, hours, funding hours, funding rate, total billed, funding offset (auto), net fee (auto), absent flag, status, notes. Summary: 10 live metrics including total sessions, total hours, total billed, total funding offset, net income, avg fee/session, paid count, outstanding.

4. 💰 Fee Tracker — Per-Child Billing

Invoice date, invoice total, amount paid, outstanding (auto-calculated), late fee, sibling discount, payment method, status. Summary: total invoiced, total paid, outstanding, overdue >30 days, this-month billed, children with balance, avg outstanding, total late fees, total sibling discounts applied.

5. 🏛️ Funding Tracker — Government Funding Log

200-row funding log completely separate from parent fees: period, child name, LA/agency reference, funding type (EYFS 15hr, EYFS 30hr, 2yr Funding, CCAP, Tax-Free Childcare, CACFP, Local Authority, Other), hours funded, rate/hr, total received (auto-calculated), claim submitted flag, payment date. Summary: total funding received, this-month, breakdown by funding type, funded children count.

6. 🛒 Supplies & Costs — 200-Row Tracker

Every purchase: date, item, category, supplier, qty, cost, child allocated, receipt ref, tax-deductible flag. 14 childcare-specific categories: food and snacks, nappies and wipes, craft and art, educational toys, outdoor play, safety equipment, first aid, books and resources, sensory materials, cleaning and hygiene, celebrations, activities and outings, uniform and dress-up, other. Summary: per-child cost auto-calculated.

7. 🚗 Mileage Log — 200-Row Journey Tracker

Date, from, to, child/trip, miles, purpose. HMRC 45p/IRS 70¢ deduction auto-calculated. Summary: total trips, miles, total deduction, this-month, YTD. Covers school runs, activity trips, first aid courses, Ofsted meetings, supply shopping — all legitimate business mileage.

8. 💸 Expenses — 200-Row Cost Tracker

Date, description, vendor, payment method, category, amount, receipt ref, tax-deductible flag. 14 childcare-specific categories: Ofsted/DHS registration, public liability insurance, DBS/background check, first aid training, childcare qualifications, safeguarding training, EYFS resources, setting-up costs, phone, home office, advertising, accountancy, professional memberships, other.

9. 📈 Monthly P&L — 12-Month Income Statement

Income: parent fees, government funding (shown separately), other income, total income. Direct costs: supplies, food, activities, travel, total. Gross profit and margin %. Overheads: insurance, training, phone/home office, other, total. Net profit and net margin % every month and full year. Government funding shown separately from parent fees as required for HMRC-compliant accounts.

**10. 🏠 Start Here — Setup & Navigation

Setup guide, funding explainer, tab navigation with "use it when" instructions, 6-step fee-setting guide (time + supplies + overhead + margin), government funding overview for UK and US, and colour key. 15-minute setup walkthrough. Everything needed to get fully operational immediately after download.

11. 📊 Tax Summary — Self-Assessment Prep

Quarterly totals by income source (parent fees and government funding separately), direct costs, overheads, gross profit, net profit, margin %. Mileage deduction auto-pulled from Mileage Log. Quarterly estimated tax tracker: enter tax rate %, see estimated due, log payments, track balance. UK HMRC and US IRS quarterly due dates shown.

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✅ HIGHLIGHTS

- ✔ 400-row Attendance Log — net fee per session auto-calculated

- ✔ EYFS / CCAP funding tracked completely separately from parent fees

- ✔ Government funding shown separately in P&L and Tax Summary (HMRC compliant)

- ✔ Per-child monthly fee auto-pulled from Attendance Log via SUMIFS

- ✔ Sibling discount + late fee fields built into Fee Tracker

- ✔ 100-row Child Register with SEND flag and medical/allergy notes

- ✔ HMRC 45p / IRS 70¢ mileage auto-applied to every journey

- ✔ 14 childcare-specific expense categories including Ofsted, DBS, safeguarding

- ✔ 14 childcare-specific supply categories including nappies, food, sensory materials

- ✔ Ofsted/DHS-compliant attendance records with session type and absent flag

- ✔ 1,765 pre-built formulas — zero errors, LibreOffice verified

- ✔ UK & US compatible — HMRC Self Assessment + IRS Schedule C

- ✔ Works on free Google Sheets and Excel

- ✔ Instant download — fully operational in 15 minutes

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🏛️ GOVERNMENT FUNDING COVERED (Pre-Labelled in Funding Tracker)

| Funding Programme | Region | Who Qualifies | Notes |

|-------------------|--------|---------------|-------|

| EYFS 15hr | UK (England) | All 3–4 year olds | Term-time free hours. Invoice separately. |

| EYFS 30hr | UK (England) | Working parents, 3–4 yr olds | Eligibility via GOV.UK childcare account. |

| 2yr Funding | UK (England) | Eligible 2-year-olds | Check eligibility with Local Authority. |

| Tax-Free Childcare | UK | Working parents | 20p top-up per 80p paid. |

| CCAP | US (all states) | Low-income families | State agency pays provider direct. |

| CACFP | US | Licensed home daycare | Meal/snack reimbursement. |

| Local Authority | UK | Varies by LA | Discretionary additional funding. |

All funding types are fully editable — add your specific LA rates as needed.

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👤 PERFECT FOR

- Registered childminders (Ofsted-registered, UK)

- Home daycare providers (DHS-licensed, US)

- After-school club and wraparound care providers

- Holiday club operators

- Private nursery owners (single setting)

- Nanny share arrangements with multiple families

- Any self-employed childcare professional charging fees

- UK sole traders filing HMRC Self Assessment

- US home daycare providers filing IRS Schedule C + Form 8829

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⚡ INSTANT DOWNLOAD