Daycare & Childcare Business Profit Tracker

Daycare Business Profit Tracker Excel with enrollment, tuition and fees, staffing ratios, expenses, and a per-child profit dashboard. Know what each child brings in, what each child costs, and whether the month actually made money.

Built for daycare and childcare owners who need to see tuition, payroll, and profit in one workbook — without accounting software. Log enrollment once, enter tuition and payments each month, and the dashboard does the rest.

WHAT'S INCLUDED (6 sheets):

- Enrollment — every child: age group, age, enrollment date, status (Enrolled, Waitlist, or Withdrawn), and days per week. Enrolled counts by age group, licensed capacity, and enrollment rate calculate automatically. Only Enrolled children count toward ratios and revenue.

- Tuition and Fees — monthly tuition and other fees per child, amount paid, balance due, days overdue, and a Paid, Due, or Overdue status. Names and age groups pull from the Enrollment sheet by formula, so you only type the Child ID. Includes a monthly summary (billed, paid, outstanding, overdue, collection rate) and revenue by age group.

- Staffing Ratios — every staff member: role, assigned age group, wage per hour, and hours per week, with weekly and monthly pay calculated. Required ratios by age group are checked against the staff you actually have assigned — any group below its ratio is flagged UNDERSTAFFED.

- Expenses — every non-payroll expense by category: rent, food, supplies, insurance, utilities, and other, with a category summary. Payroll is pulled from the Staffing sheet, so nothing is counted twice.

- Dashboard — enrollment, revenue, costs, profit and margin, revenue, cost, and profit per child, revenue by age group, and costs by category.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- Enrollment: 24 children enrolled (Infant 6, Toddler 7, Preschool 6, Pre-K 5), 2 on the waitlist, 1 withdrawn, licensed capacity 30, enrollment rate 80.0 percent.

- Tuition: billed 33,900 (tuition 33,300 plus fees 600); collected 32,950; outstanding balance 950; overdue amount 800; collection rate 97.2 percent. 3 children with a balance, 2 flagged Overdue.

- Revenue by age group: Infant 10,050; Toddler 10,300; Preschool 7,650; Pre-K 5,900.

- Staffing: 8 staff, 6 classroom staff. Weekly payroll 5,480; monthly payroll 23,746.67 — 70.0 percent of revenue. All 4 age groups meet their required ratio (Infant 1 to 4, Toddler 1 to 6, Preschool 1 to 10, Pre-K 1 to 12), 0 understaffed.

- Expenses: rent 3,200; food 1,600; supplies 650; insurance 480; utilities 550; other 450. Total monthly costs 30,676.67.

- Profit: monthly profit 3,223.33, margin 9.5 percent. Revenue per child 1,412.50; cost per child 1,278.19; profit per child 134.31.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, list your children with their age group and status, and enter your licensed capacity.

3. On sheet 2, enter each child's monthly tuition, any fees, and what was paid. Update Amount Paid as payments come in, so the overdue list stays current.

4. On sheet 3, enter your staff and your state's required ratio for each age group. Any group flagged UNDERSTAFFED needs a hire or a schedule change.

5. Log every expense on sheet 4 as it happens. Check profit per child on the Dashboard each month.

HOW THE NUMBERS WORK:

Profit per child is monthly profit divided by children enrolled — the number that matters most. If it is near zero or negative, either tuition is too low for your costs or enrollment is too far below capacity: every empty spot is lost revenue against the same rent and payroll. Payroll is the biggest cost in childcare, usually 60 to 75 percent of revenue, so the Dashboard shows it as a share of revenue every month. The collection rate is paid divided by billed — under 95 percent means time spent chasing payments instead of caring for children.

WHO IT'S FOR:

Daycare and childcare owners, preschool directors, and home daycare providers who want clean enrollment, tuition, staffing, and profit numbers in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for October 2026 is included (24 enrolled children, 8 staff, 16 expense rows). Replace it with your own numbers.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice. Confirm tax, licensing, and legal decisions with your own accountant or CPA.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC. CPA candidate, not a CPA.