How childcare providers set their fees
Daycares and home based carers usually charge a fixed weekly or monthly fee per child, based on the days attended and whether the child stays a full or half day. Extras such as additional days, holiday care and late pick ups are billed on top. Nannies and babysitters tend to charge by the hour instead.
- Weekly or monthly fee: the same amount each period, as your agreement sets out.
- Full day or half day: priced separately, with clear drop off and collection times.
- Extras: holiday care days, outings and an extra Saturday morning.
Childcare invoice template line items and example prices
Here are lines a small daycare, nanny or babysitter in South Africa might use. Prices are examples in rand only, to show structure. Putting the child’s first name and the weeks covered into each line lets parents with more than one child check the invoice quickly
| Line item | Basis | Example price (ZAR) |
|---|---|---|
| Full day care, Monday to Friday | Per child per week | R1,050 (example) |
| Holiday care day | Per child per day | R260 (example) |
| Late pick up after closing time | Flat fee per occasion | R100 (example) |
| Annual registration | Per child per year | R500 (example) |
| Nanny, weekday hours | Per hour | R75 (example) |
| Evening babysitting, 3 hour minimum | Per hour | R90 (example) |
Late pick up fees and sibling discounts on the invoice
A late pick up fee works best as a flat amount per occasion, set out in the parent agreement before the child starts, with the closing time stated. A sibling discount should appear as its own line or as a clearly labeled lower rate, so parents can see they received it and you can see what it costs you each month.
- Late pick up: list each date it happened, for example “Late pick up after 17:30, 12 and 19 November”, at your flat fee.
- Sibling discount: say which child it applies to, usually the second or younger child, and the percentage or amount.
- Absence: your terms decide whether fees are reduced for sick days or family holidays.
VAT and daycare invoices in South Africa
From 1 April 2026, SARS requires VAT registration once taxable supplies exceed R2.3 million, and allows voluntary registration from R120,000. A small daycare below those limits sends an ordinary invoice with no VAT line. Whether childcare fees are taxable or exempt depends on how your service is set up, so confirm with SARS.
If you are a registered vendor, the VAT 404 guide sets the rules: issue a tax invoice within 21 days of the supply, show your VAT number, and use the words tax invoice, VAT invoice or invoice. A full tax invoice is needed above R5,000, while an abridged one may be used below that. Read SARS’s VAT pages or our South African invoice template page.
Nanny invoice and babysitting invoice basics
A nanny or babysitter usually bills by the hour, so the invoice should list each date with start and finish times rather than a single total. Weekly invoices suit regular nannies; one off evenings can be billed on the night.
- Minimum hours: state a minimum, such as three hours for an evening booking.
- Transport: a flat fee for a lift home after a late finish, agreed in advance.
- Extra children: a small hourly add on per extra child, if that is your policy.
If you also help children with homework, the tutoring invoice shows how to bill lessons.
Childcare billing mistakes that confuse parents
Parents pay childcare invoices without fuss when every charge is one they recognize. Confusion starts when the weeks covered are missing, an extra fee appears that was never in the agreement, or the sibling discount changes without warning. Each one delays payment.
- No child name or dates, so a family with two children cannot tell which fee is which.
- Late fees that were never agreed in writing.
- Closure days charged without a clear policy in the agreement.
- No payment reference, leaving you guessing which family an EFT came from.
Fill in the home daycare sample
Load the childcare sample invoice and our generator fills in four weeks of full day care for two children, the second at a sibling rate, two late pick ups at a flat fee and one extra Saturday morning, with no VAT. Change the names and fees, then download or print the PDF.
For weekly billing on a schedule, WhizInvoice can repeat the invoice for you, as our recurring invoices guide explains. See all invoice templates, including a driving instructor invoice for lessons.
Fill it in on screen and download or email a real PDF. No sign up.