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Daycare invoice template for Research and Development

hey guys welcome back to clubhouse kids so today's video is going to be all about how to make year-end invoices for your clients so if you are a home daycare provider and you are like me you are gathering up all your stuff for the year all your records your receipts and you are probably getting ready to fill out your end invoices for your clients so we do have to have these out by January 31st and so if you are puzzled or confused what you are supposed to give your clients at the end of each year stick around because I'm going to be going over all of that so the first thing that you need to do is if you do not have an EIN number you need to apply for one this is going to allow you to put your EIN number on your year-end invoices instead of your social security number this is so so very important because you do not want to be giving out your social security number to your clients you want to have a tax identification number that's your EIN number the easiest way and really the only way that you should be getting your EIN number is to go to the IRS website and I actually just went ahead and printed off the form that you have to fill out there are other websites that are going to say that you have to pay for this get off of those websites an EIN number is free so make sure the only thing that you are filling out the form from is IRS gov and so the form that you are going to fill out is an SS 4 you can fill it out electronically which is going to be the fastest way to get your number or you can print it and mail it and so what you are going to do is just this it's an SS 4 application for an employee identification number and so this is the first thing you're going to do if you do not have an EIN number and then once you receive your number that is the number you are going to use to fill out your parents year-end invoices so that is step one you guys and then step two is really we are not required to give our parents anything at the end of the year it's not you're not legally bound to giving them any type of invoices unless they come to you and ask for the information now as childcare providers we do want to be very professional and so I think it's better for your business just to have these prepared and ready to go and pass them out to your parents before they would even have to come and ask you for it if they're going to take any type of deduction on their taxes they have to have this information if you want to be a professional childcare provider give this information out to them this is also not only that this helps them in getting a deduction on their taxes but this is also going to help you if you ever get audited this is going to give you a paper trail with a parent signature stating that you know in 2019 this is the amount that they paid you let's say that you have a family that you cared for only partial year and they had another provider the rest of them year let's say on their taxes that they went ahead and just said that you had been caring for their child for this year for this amount you could be audited and if you don't have a paper trail with their signature stating that this is the amount that they gave you you could evidently end up paying taxes on money that you did not receive and so this is for so giving parents invoices is not only helping them get a deduction but it is also helping you just having professional records for your business so basically what you're going to want to do is take any of the record-keeping systems that you do for your daycare you know if you've been watching my record-keeping videos or if you've watched any of my other videos I love the red leaf press calendar keeper and so that is what I would use right here and in it so it since this is 2019 I add up all of my payments per child and come up with what they have paid me for the year some electronic versions like to use minutemen you would kind of already have that calculated for you you can also if you just design and create your own I've seen some providers just you a spiral notebook you know they just date every time a parent gives them a payment basically any record-keeping system that you have that you know exactly how much each of your clients pay you for the year 2019 or whenever you're doing these taxes once you have a total for every single one of your clients then you there's a couple options that you can do the one that I have chosen to do this year is to do a w10 and this is what I will be sending out to all of my clients this is you can fill this out on irs.gov the same way you would go to fill out for an EIN number you're just going to you can just fill it out right there on the on the website and then print them so it looks I think like it looks very professional okay so let me see if I can show you so right here it says name of dependent care provider so that would be my name my street address here and then over here is where I fill in my tax identification number that's my ein number if you are doing your social security number you would put your social security number here and then check this little box but I don't recommend you doing that and then down here you want to sign it and date it and then part two right here is you're going to put whoever this is going to so this is going to be your clients name their address and then over in this little space I write the total that they gave me for the year so I put total for 2019 and I write that right there and then after I give them this form what I'm going to do is I'm going to print two copies per per client and so they will get one copy and then on the copy that I keep they're going to sign right underneath the total for 2019 so that if I am audited that I have their signature stating that they agree with the amount that I received in 2019 and so this is the way that I'm going to do it this year but I'm going to show you a couple other options the second option would be you can just create your own really as long as you give them all the information they need it really doesn't matter what form it is on you want to give them your name your address your EIN number the total and that they paid you for the year and then their name and address and as long as you give them those five things it doesn't matter what form you put it on you don't have to do the official w10 form that you find on the IRS website so here's another option this is one that you would just create yourself this is my actually what my monthly invoices look like that I give to my clients that want monthly invoices up here you would have their name here and then your name with address right here this is the period that they have paid you through so right here you would put for 2019 and then you would just write the payments that you received here I when I did it when I do the monthly ones I go by the week but if I was going to use this for my year-end I would just probably put gene repayment and then how much February so on and for the months that they attended and then you want to put your total down here and then your a I M number also goes up here and so this would be another option that you could do and then the third option and actually I have done this option in the past is to get a business receipt book this is through red leaf press my text ID numbers here so I'm covering it up but in here it would be here they give you a little example so here would be the same thing you would just want to fill it out with those five information and then pass them out to your clients so most importantly is you want to get a signature per client stating that they have received that information and also that you guys are in a grant of the payment that you receive for that tax year so good luck getting out all that information once I end this video I am actually going to finish up my invoices for the year because I'll be passing them out this coming week and so if you're watching this video and you have not done your invoices for the year get on it get that information out and I will see you guys in my next record-keeping video bye