How we make this list: we compare pricing pages, product documentation and public user reviews. Ratings come from G2, Capterra or Trustpilot, with the date we checked them.
Key takeaways
- Brightwheel suits small to mid size US centers that want simple billing plus strong parent communication in one app.
- Procare suits larger centers and multi site groups that need deeper billing, accounting, payroll and enrollment tools.
- Most platforms price by quote or per child, so compare total monthly cost at your actual enrollment, not only the headline rate.
- Automated reminders, late fees and payment plans matter more than a long feature list, because they decide how much tuition arrives on time.
- Check subsidy tracking, payment processing fees and refund handling before you choose, since those details vary widely by vendor.
Quick comparison
| Tool | Best for | Starting price | Free plan |
|---|
 Brightwheel | Small to mid size centers | See website | Yes |
 Procare | Large centers and multi site groups | See website | No |
 Lillio | Curriculum led centers | See website | No |
 Kangarootime | Small to mid size centers | See website | Free trial |
 Playground | Automation heavy operators | See website | No |
 Famly | Centers that want simple invoicing | See website | No |
 illumine | Multi center groups | See website | No |
 ChildPilot | Growing programs that want support | See website | No |
Is your product missing or out of date?
We review this list regularly. Vendors can request a listing, send updated pricing or ask about featured placement.
The best daycare billing software
Starting priceSee website
Free planYes
Brightwheel is the easiest starting point for many small US centers. The free Basic plan covers check in, messaging, daily logs and tuition invoicing for a small program, which lets a home based or single classroom program move off paper without an upfront bill. Paid tiers add billing automation, lesson planning and integrations as the center grows.
The limit is scale. Brightwheel keeps billing simple, which is a strength for small teams, but large groups that need centralized accounting, payroll and complex subsidy handling will likely need Procare or a similar system. Confirm what the paid tier includes for your enrollment size, and check payment processing fees separately from the subscription price.
What we like- Free Basic plan for small programs
- Automated tuition invoicing and online payments
- Strong parent messaging, photos and daily reports
Watch out for- Advanced billing and reporting features sit on paid tiers
- Pricing is quoted per program, which makes comparison harder
- Less deep for large multi site finance teams
#2Procare
Best for: Large centers and multi site groups4.4/5 on
G2 (398 reviews, checked Oct 2026)
Visit procare.com
Starting priceSee website
Free planNo
Procare is built for centers where billing is part of a larger operation, not a standalone task. It handles tuition plans, billing cycles, payments, accounting and payroll in a connected system, and multi site groups can manage finance centrally instead of reconciling separate site records. That depth is why many large US chains choose Procare despite the higher price.
For a small center, that depth can feel heavy. Onboarding and training take time, and the subscription cost may exceed what a simple billing tool would charge. Procare fits best when you have multiple classrooms, multiple sites, or a finance team that needs reporting beyond basic invoicing.
What we like- Deep tuition billing, accounting and enrollment tools
- Multi site management and centralized finance
- Payroll integration for larger teams
Watch out for- Higher cost and longer onboarding than simpler tools
- Learning curve for staff who only need basic billing
- Setup takes more time for small centers
#3Lillio
Best for: Curriculum led centers4.7/5 on
G2 (79 reviews, checked Oct 2026)
Visit lillio.com
Starting priceSee website
Free planNo
Lillio, formerly HiMama, suits centers that lead with curriculum and child development. Teachers can track observations, assessments and portfolios, while administrators handle billing and parent communication in the same system. That combination helps centers that want billing to support the classroom story, not sit apart from it.
Billing is solid but not the deepest in this list. Centers with complex tuition structures, subsidy tracking or multi site accounting should test those workflows closely during a demo. Lillio fits best for curriculum led programs that want good billing plus strong classroom tools, rather than for finance heavy groups.
What we like- Strong child development, assessment and portfolio tools
- Parent communication and daily reports
- Billing and invoicing alongside classroom tools
Watch out for- Billing depth is moderate compared with Procare
- Pricing is quote based
- Some billing automation features vary by package
Starting priceSee website
Free planFree trial
Kangarootime is a practical all in one option for small to mid size centers that want billing, enrollment and parent communication without buying separate tools. Public reviews often highlight support quality, which matters when billing questions arise during enrollment season. The free trial gives administrators time to test invoicing, payment plans and reminders with real tuition structures.
The trade off is finance depth. Kangarootime covers everyday billing well, but centers with complex accounting or multi site consolidation may still need a deeper system. Use the trial to build your actual billing plans, including sibling discounts and part time schedules, before you decide.
What we like- All in one childcare management with billing, enrollment and communication
- Responsive support noted in public reviews
- Free trial to test billing workflows
Watch out for- Pricing is quote based
- Some advanced finance features are thinner than Procare
- Smaller footprint than Brightwheel and Procare in the US
Starting priceSee website
Free planNo
Playground suits operators who want billing to run with less manual work each week. Automated invoicing, reminders and payment collection reduce chasing, and dashboards help multi site leaders see tuition status across locations. For centers that lose time to manual billing tasks, that automation is the main selling point.
Automation also needs setup. Billing rules, late fees, discounts and payment plans must be configured correctly at the start, or automation will repeat an error across many families. Plan a careful onboarding period, test with a small group first, and confirm processing fees before you compare Playground pricing with a flat subscription tool.
What we like- Strong automation for billing, enrollment and payments
- Dashboards for multi site operators
- Online payments with automated reminders
Watch out for- Pricing is quote based
- Payment processing fees pass through in some plans
- Setup needs care to get automation rules right
#6Famly
Best for: Centers that want simple invoicing5.0/5 on
G2 (11 reviews, checked Oct 2026)
Visit famly.co
Starting priceSee website
Free planNo
Famly is a strong choice for centers that value clean design and simple invoicing, including centers outside the US. Parents get clear invoices and messages, staff get a system that is easy to learn, and administrators can configure billing for different program types. Multi currency support helps international or expat heavy centers.
For US centers with complex subsidy or state reporting needs, Famly needs closer checking. Its strength is simplicity and communication, not deep US finance compliance. Confirm subsidy tracking, reporting and integration needs with Famly directly if those features drive your choice.
What we like- Clean invoicing and parent communication
- Multi currency support for international centers
- Configurable billing and admissions tools
Watch out for- Pricing is customized by region and size
- Third party integrations are limited compared with larger US tools
- US specific subsidy features vary
#7illumine
Best for: Multi center groups4.4/5 on
G2 (106 reviews, checked Oct 2026)
Visit illumine.app
Starting priceSee website
Free planNo
illumine serves centers and groups that want enrollment, billing and communication in one system, with pricing that scales per student. That model can help growing groups, because cost moves with enrollment rather than jumping in large steps. The platform also includes tools for lead tracking and parent updates, which help centers fill places while billing runs in the background.
The main caution is fit and familiarity. illumine is well known globally, but some US buyers will know Brightwheel and Procare better, so references from similar US centers are worth requesting. Test billing for your tuition plans, sibling rates and payment schedules, and confirm support hours for your time zone.
What we like- All in one platform for enrollment, billing and communication
- Per student pricing that scales with enrollment
- AI assisted parent communication tools
Watch out for- Pricing details vary by tier and region
- Newer to some US buyers than Brightwheel and Procare
- Migration time depends on current system complexity
Starting priceSee website
Free planNo
ChildPilot fits growing programs that want a guided move to a new system rather than a self serve setup. Billing, attendance, enrollment and communication sit together, and onboarding support helps staff learn billing workflows without a long trial period. For a center moving off spreadsheets, that support can be the difference between a smooth switch and a messy one.
ChildPilot is not the deepest finance tool in this list. Large multi site groups with complex accounting will likely need Procare, while ChildPilot suits single centers and small groups that want reliable billing plus strong support. Ask for a demo using your tuition plans, and confirm payment processing fees in the quote.
What we like- All in one childcare management with billing and payments
- Hands on onboarding and support
- Tools for enrollment, attendance and parent communication
Watch out for- Pricing is quote based
- Billing depth is less than Procare for large groups
- Some integrations depend on package
Choosing billing software without overpaying
Start with your billing pain, not with a feature list. If late payments are the problem, prioritize automated reminders, late fees, payment plans and easy online payment. If enrollment growth is the problem, prioritize billing alongside enrollment and parent communication. A tool that solves your main pain will pay for itself faster than a tool with features you never open.
Test your real tuition structures
Build your actual plans in the trial or demo: full time and part time rates, sibling discounts, deposit handling, late fees, subsidy splits and annual registration fees. Many tools handle a simple monthly rate well but struggle with part time schedules or split payments. A tool that fails on your second most common billing case is not a good fit, even if the demo looks clean.
Compare total cost at your enrollment
Add subscription, per child fees, payment processing fees and any add ons for billing automation or accounting. A per student price that looks low can exceed a flat subscription at higher enrollment, and a flat price that looks high can be cheaper for a large center. Run the math at your current enrollment and at your expected enrollment in a year.
How we chose
We compared childcare billing tools using vendor pricing pages, product documentation, and public reviews on G2, Capterra and Reddit, plus billing depth, payment collection, parent communication and firm size fit. We favored tools that serve US centers today, that include tuition invoicing and online payments as core features, and that publish pricing or a clear quote path. Tools were left out when billing was only a minor add on, when the product had closed, or when billing pricing could not be confirmed.
Frequently asked questions
What is the best daycare billing software?
Brightwheel fits many small to mid size centers, Procare fits large and multi site groups, and Lillio, Kangarootime and Playground fit centers that want billing alongside classroom or automation tools. The best choice depends on center size, tuition complexity and whether you need accounting and payroll depth.
How much does daycare billing software cost?
Most platforms use quote based or per child pricing, so total cost depends on enrollment, sites and add ons. Brightwheel offers a free Basic plan for small programs, while other tools range from low monthly subscriptions for small centers to higher quotes for large groups. Always add payment processing fees to the subscription price.
Does Brightwheel handle tuition billing?
Yes, Brightwheel includes tuition invoicing and online payment collection, with billing automation on paid tiers. The free Basic plan covers invoicing for small programs, while paid plans add automation, lesson planning and integrations. Check which billing features sit on each tier for your program size.
Is Procare better than Brightwheel?
Procare is better for large centers and multi site groups that need deep billing, accounting, payroll and centralized finance. Brightwheel is better for small to mid size centers that want simple billing plus strong parent communication and fast staff adoption. They serve different ends of the market, so size and finance needs should decide the choice.
Can daycare software handle subsidies and split payments?
Some tools handle subsidy tracking and split payments well, while others handle them only in higher tiers or with manual workarounds. If your center serves subsidized families, test subsidy billing, split invoices and reporting during the demo, and get the workflow confirmed in writing before you sign.
Should billing software also handle parent communication?
For most centers, yes, because parents pay faster when invoices, reminders and daily updates arrive in one app they already open. Tools such as Brightwheel, Lillio and Kangarootime combine billing with messaging and reports, which reduces missed invoices. If you already use a separate communication tool, check integration before you buy billing alone.
Sources we checked (9)
- https://www.mybrightwheel.com
- https://www.procare.com
- https://www.lillio.com
- https://www.kangarootime.com
- https://www.tryplayground.com
- https://www.famly.co
- https://www.illumine.app
- https://www.childpilot.com
- https://rankite.com/blog/best-daycare-software
Is your product missing or out of date?
We review this list regularly. Vendors can request a listing, send updated pricing or ask about featured placement.
Shihab Mia · Founder, Rankite
Shihab has 5+ years in B2B and SaaS SEO. He writes Rankite's software buying guides from pricing pages, documentation and public user reviews. More about Shihab.