TuitionPingFree tools for childcare providers
Free daycare tuition payment tracker
See who has paid, what is still owed, and which bill needs a follow-up. Download the free Excel spreadsheet or open it in Google Sheets for weekly, every-two-week, or monthly tuition.
Excel & Google Sheets
Download the free spreadsheet
A blank 200-bill tracker, a worked example, and setup instructions. No signup or macros.
For Google Sheets: upload the .xlsx file to Drive, open it with Google Sheets, then save it as a Google spreadsheet. Check the example totals after import.
The spreadsheet is a standalone record. It does not connect to TuitionPing or send texts.
Get the complete free collection kitA look inside the payment tracker
Worked example · Review date: October 12, 2026
- Balance remaining
- $190
- Overdue bills
- 1
- Paid bills
- 1
| Family / account | Billing period | Due date | Tuition | Verified payments | Balance due | Days overdue | Status |
|---|---|---|---|---|---|---|---|
| Sample family A | Week of Oct 5 | Oct 5 | $300 | $100 | $190 | 7 | Overdue |
| Sample family B | October | Oct 1 | $1,000 | $1,000 | $0 | 0 | Paid |
Family A: $300 tuition + $10 assessed fee − $20 approved credit − $100 verified payment = $190 still owed. Its separate parent-reported PAID note leaves that balance unchanged until the payment is verified.
What the tracker calculates
| Field | What it means |
|---|---|
| Balance due | Tuition plus fees assessed by you, minus approved credits and verified payments; minimum zero. |
| Days overdue | Calendar days between the due date and your chosen review date, while a balance remains. |
| Status | Paid, overdue, due today, or upcoming. No due date means it is not ready for overdue classification. |
| Parent reported PAID | A separate note. It does not reduce the balance until you verify the payment and enter the amount. |
The workbook does not assess late fees automatically or send messages. Use your policy and the tuition late-fee calculator before entering an assessed fee.
How to use it in five minutes
- On the Tracker tab, enter the date you are reviewing balances. It stays fixed until you change it.
- Create one row per bill, using the billing period and family or account label. For weekly billing, each week gets its own row.
- Enter tuition, due date, approved credits, and any fees you have assessed.
- Enter only payments you have checked against your payment records in the verified-payment column.
- Filter Status to Overdue, record your last follow-up, and use the reminder text templates for your next message.
Keep your completed workbook private. Use account labels instead of children's names where possible, and share access only with staff who need it.
Take the next step when you are ready
Keep your records. Put reminder texts on a schedule.
The spreadsheet organizes your bills and balances. TuitionPing handles scheduled reminder texts while you keep your existing payment method and verify what actually arrived.
Preview a reminder
See the message a fictional family would receive about tuition.
Try a parent's PAID reply
Watch the account move to reported paid, ready for your review.
Confirm the sample payment
See the provider confirm receipt after checking their payment records.
No account or card needed for the demo. Fictional families; no messages are sent and no money moves. The real app has separate family setup; this workbook is not a family-roster import file.
Worked example: a partially paid tuition bill
A $300 weekly bill with a $20 approved credit, a $10 fee assessed by the provider, and $100 in verified payments has a $190 remaining balance. If the review date is October 12 and the due date was October 5, it is 7 days overdue. A parent-reported PAID note alone leaves the $190 unchanged.
Can I use it for monthly preschool tuition?
Yes. The spreadsheet uses the due date on each bill; it does not assume a particular billing frequency. Each bill has one row. Keep a separate payment ledger if you need to reconcile multiple payment transactions within the same bill.
Does this connect to TuitionPing?
No. This is a standalone record. TuitionPing's separate CSV import uses its own family-roster format; this workbook is not an import file. TuitionPing schedules reminder texts, while you remain responsible for verifying payments.
If the spreadsheet works but hand-texting every family each month doesn't, see how automatic reminder texts fit a home daycare you run yourself or a small center with classrooms.
Is the tracker really free?
Yes. Download the Excel workbook or open it in Google Sheets — no account, signup or card is needed. The workbook works on its own whether or not you ever use TuitionPing.
Does the tracker send reminders or collect payments?
No. The tracker is a record: it shows who has paid, what is still owed and which bill needs a follow-up, but it sends nothing and moves no money. If hand-sending every reminder is the part that breaks down, that is the job TuitionPing's scheduled texts do.
Share the tracker with your provider community
Childcare associations, provider groups, and bookkeepers can share this free spreadsheet with their members or clients. The partner package includes a resource description, newsletter copy, and links for measuring referrals.
Get the ready-to-share payment tracker resourcesEmail me the free tuition collection kit · Optional tuition tips and product updates.