Streamline Your Billing Process with Our Childcare Invoice Template for Planning

Childcare invoice template for Planning

[Music] [Applause] hi everyone my name is grace Cissna i'm the cpa on staff of projection hub and today i wanted to take a little time to walk you through our in-home daycare excel template before we dive in here i'm going to point out some features of the template just like all of our excel templates you'll note that there are some input tabs in this light blue color down here at the bottom and then there are matching light blue cells and all those input tabs to direct you to the areas where you need to input data just like for all of our templates if you have questions or you need this template modified or you need help filling it out please reach out to us at support your production hub comm it's fairly easy for us to modify these templates for you if there's something that's not quite working for you so diving into the input assumptions tab most of the assumptions on this most of the data we gather on this to have has to do with the balance sheet so we've got a company name start date as well as investment amounts accounts receivable terms and inventory and then we gather some data on fixed assets and loans and we're going to use this data to calculate not only the fixed asset and loan amounts but also the depreciation expense and the loan interest expense associated with those items on the next tab we have the input revenue and cost of sales time this is where we're calculating your revenue and the cost associated with earning that revenue so at the top we've got an area where you can enter caregiver ratio so this is the maximum number of children and you can have for each credit caregiver in any sort of category here and we recommend you consult your state and local laws for these ratios next we move down to acquiring clients so we look at acquiring clients as a function of advertising as well as clients coming from organic sources friends of clients and word-of-mouth advertising not advertising victim you know your sign outside your building and stuff like that and those are the organic sources so clients arm advertising clients from organic sources give us our total number of new clients within a month in order to get to the number of children you have been at the daycare we would do some sort of number of children per client and then we also want to talk about children who leave our age out each month because that's a common thing the daycares then to get our total number of children at one time you should refer to state and local laws and then you look at number of hours per child per week and this helps us calculate how many total children can be enrolled in the daycare because if you could have 12 at a time but everyone's they're only twenty hours at a time at twenty hours a week you can have in this case up to twenty-four clients assuming you're open for 50 hours per week so the model is going to calculate the total number of children you can have enrolled in the daycare in this case the total capacity is 24 once we figured out the total number of children in the daycare and we need to figure out revenue so this box here enables you to enter an hourly rate for a child in each age group and then in addition to the revenue and the hourly rate we have the monthly cost of supplies per child per month and so this would be things like lunch and diapers and other supplies the model then uses that information you provide to calculate this one day care revenue and the cost of supplies so once we have the cost of supply is calculated the other part of cost of sales is the staff cost so the model takes from when you entered at the top the number of children in each category and calculates out the required number of caregivers based on based on the children in each category so the model will tell you the required number of caregivers per hour based on the number of children you have and you have the ability to enter additional caregivers per hour so maybe you are going to go above and beyond the law or just to have extra overlap you want some extra employees so you can enter those here and the model is gonna ask you if the owner plans to act as a caregiver if they do we'll exclude one person from the hourly pay and if they don't then we'll count all of these caregivers into the hourly pay and then the model calculates caring for wages expense for you so from this tab we calculate our daycare revenue and then the cost of labor and also supplies the next tab is the other expenses tab so this is our other operating expenses that are not salaries or the cost of sales which are both calculated on other tabs so there's two ways to enter operating expenses there's the fixed method where you enter just the flat amount for a month in some cases you might have a ribbon or an expense item that's calculated as a percentage of revenue that's common this is credit card fees so you can use the model here to calculate an expense as a percentage of total revenue so if you are using the percentage of total revenue method make sure you enter your percentages in this format like point O two as opposed to two percent the next tab is the salaries and owner draw tab so if you have any salaried employees they would be entered here in this case they use the example of an admin person or receptionist and we would even enter their salary here any taxes related to that person benefits they're starting month and ending month and annual raise then at the bottom you're able to enter owner draws if you're owning the business and you're paying yourself by drawing funds from the business this is where you would enter it so once you have everything built into the input tabs there you can jump on over to the output tabs the first output tab is the at a glance tab that shows you some neat graphs and charts based on the data you've provided and so this is really helpful just to digest the data and smaller bites here we've got summaries of the financial statements break-even analysis looking at your operating cash flow and some other charts below the next three tabs are the financial statement summary so the income saver the cash flow statement in the balance sheet showing each for the end of the five years of the model it's got the income statement the cash flow statement which is very similar to the income statement that includes things like cash and investments and cash paid for fixed assets then the balance sheet which is the assets the liabilities and equity a note that our balance sheets will always balance if you're creating a model on your own you might know that creating a balance sheet is one of the hardest parts of creating the model as you usually have to plug something to get it to balance but all of our calculations are happening behind the scenes so you never going to plug balance is just gonna balance for you in addition to those summaries we also have those same three financial statements but in the month-to-month format so the income statement here's the cash flow statement and then the balance sheet just showing every month for five years so just help you plan in a little more detail in addition to those appetizers we also have the investor dashboard which is a way to help you play with different scenarios of the model so on this model we kind of break out some of the major assumptions from the revenue model such as maximum children average hours per child for a week etc and we hope you play with the assumption so change the assumptions here in blue and then that filters down to create the original income statement which actually comes from the income statement summary so that's based on the other inputs these other blue tabs here now the modified incan same h is based on your inputs up here so if you want to see what would happen if you were able to have children at the daycare or the supplies cost was lower etc you can see how that would affect your income statement here which is just a great way again if you want to play within the scenarios and see what it would take to raise your revenue all right so that is a brief overview of our in-home daycare center templates if you have questions please reach out to us at support at projection help calm and we will be happy to help