Child Care & Daycare Bookkeeping in Canada

We handle full-cycle bookkeeping for licensed Canadian daycares so you can stay focused on your classrooms, staff, and families—not your receipts.

Our services typically include:

• Monthly bookkeeping: reconciling bank and credit card accounts and categorizing all income and expenses.
• Tracking parent fees, subsidies, and CWELCC funding so each revenue stream is clearly separated.
• Accounts payable: organizing vendor bills and, if you choose, scheduling payments through Plooto.
• Payroll support: preparing payroll, calculating statutory deductions, and ensuring remittances are filed on time.
• GST/HST filings where applicable, depending on your province and service mix.
• Budget vs. actual and monthly financial reports tailored to daycare operations.
• Year-end support so your accountant receives accurate,reconciled books.
• System setup and workflow optimization in Xero or QuickBooks Online and connected apps like Dext/Hubdoc, Wagepoint, and Plooto.

Every daycare works with an all-Canadian team: a primary bookkeeper, a backup bookkeeper, a team leader, and oversight from an accountant.

Yes. Compliance is one of the main reasons licensed daycares would choose us.

We keep your books aligned with:

• Provincial childcare funding rules (such as Ontario CWELCC, BC childcare funding programs, and Alberta Affordability Grants and subsidies).
• CRA requirements for payroll, GST/HST, T4s, and ROEs.
• WSIB/WCB provincial requirements and, in Ontario, Employer Health Tax (EHT).
• Canadian bookkeeping standards for record keeping and documentation.

We structure your books so you can easily produce funding reports, audit backup, and documentation for municipalities, licensing bodies, and funders — without last-minute panic.

We use a modern cloud-based stack that works well for Canadian daycares and multi-site operators.

• Xero or QuickBooks Online as your core accounting system.
• Dext or Hubdoc so you can upload receipts and documents quickly (including via mobile app).
• Wagepoint or QuickBooks Payroll for payroll processing and remittances.
• Plooto for supplier payments where it makes sense.

We don’t work in QuickBooks Desktop, SAGE, Wave, or other non-cloud systems. If you’re on one of those, we’ll migrate you to Xero or QuickBooks Online and clean up the opening balances as part of our onboarding.

Pricing depends on the size and complexity of your centre, but we keep the structure simple and transparent.

• Bookkeeping is billed hourly. Most daycare clients fall between 6–20 hours per month.
• Our bookkeeping rate for licensed, for-profit daycare centres is $55/hour, and time-sensitive accounts payable or payroll work is billed at $70/hour.
• We charge a base monthly fee that starts at $100/month if there is no payroll and you do your funding calculations & funder reporting. The base fee goes up by $40/mo if you have payroll and by $60/mo if we do your funding calculations & funder reporting. The base fee scales with your hours. Our base fee for daycare is higher than our average base fee for other clients because of the complexity in staying up to date with federal, provincial, and municipal rules for daycare bookkeeping and funding.
• Cloud software like Xero, QuickBooks Online, Dext/Hubdoc, payroll tools, and Plooto are billed separately.

Your file is handled by an experienced, all-Canadian team.

• All lead bookkeepers have a college diploma in bookkeeping and 6+ years of cloud bookkeeping experience.
• Junior team members, if involved, are supervised by a senior bookkeeper and a team leader.
• An accountant provides oversight monthly or quarterly, depending on your size.

This structure gives you continuity, speed, and accuracy—without relying on a single overwhelmed person who "knows everything" and never documents anything.

Yes. We can calculate and file the following on your behalf:

• GST/HST returns where required.
• Employer Health Tax (EHT) in Ontario.
• WSIB/WCB remittances in your province.

We prepare and file the returns; you remain in control of payments. We don’t move money out of your accounts, but we can help you set up payment workflows (for example, through Plooto) so nothing gets missed.