Daycare tax statements for every family
Log payments through the year. In January, print a year-end tax statement for every family at once, ready to sign.
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Families in these rows
Type the family name you use in the log. Two parents paying can share one name.
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What counts as child care, and layout
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Summary
Statements
How it works
Add each payment as it comes in, or paste your spreadsheet or payment app export once a month. Each line needs a family, the date paid and the amount; the child's name lets the statement split the total by child. In January, open Statements, check the summary, fill in who paid, and print. Every family gets its own statement with your details, payments by month, the year's total and a signature line (in Canada, a receipt for each child).
Example: the Garcias paid $360 every Monday for Mateo and Sofia, plus a $75 registration fee, and paid for the last week of 2025 on January 2. Their 2026 statement shows each month, $9,217.50 for each child and $18,435.00 for the year, of which $360.00 was for 2025 care. Open the example to see all three families.
Running a summer day camp? See camp receipts: weekly sessions per child, with overnight weeks kept apart. Babysitting for one family? The babysitting receipt needs no log.
What the IRS and CRA ask for
Parents claiming the US child care credit or using a dependent care FSA must report each provider's name, address and taxpayer number and the amount paid in the year (Instructions for Form 2441). A printed invoice showing your name, address and number is one of the records the Form W-10 instructions accept. In Canada the CRA wants a receipt per child with the service dates and your SIN (Issuing receipts for daycare). This page lays out what was paid; it does not give tax advice.
Questions providers ask
What does a daycare tax statement need to show?
Your name, address and taxpayer identification number, and the total the family paid you during the year. Those are what parents enter for each provider on Form 2441, line 1. Children's names, monthly amounts and a signature are not required by the IRS but make the statement easy to check.
Do I have to put my Social Security number on it?
Parents must report your taxpayer number. Form W-10 says that for individuals and sole proprietors it is the Social Security number (an ITIN only for someone who can't get one); other entities use their EIN. The number is hidden on screen here and printed in full. If you print it hidden, parents need your number another way, such as a signed Form W-10.
Which payments go on the 2026 statement?
Payments made during 2026. Form 2441 asks for the total actually paid to the provider in the year, whenever the care took place. If you enter care dates, the statement also shows money paid in 2026 for 2025 care, or paid ahead for 2027 care, because parents report those amounts differently.
Do registration fees, meals and late fees count?
IRS Publication 503 counts fees and deposits a family must pay to get care, but not a forfeited deposit. Food is not care unless it is a small part of the fee that can't be separated. Publication 503 does not address late pickup fees, so they start unticked. Tick which charges to count; every statement lists the others on their own lines with amounts.
What does a dependent care FSA receipt need?
The dates the care was given and the amount, from the provider. IRS Chief Counsel Advice 202317020 says dependent care expenses are incurred when the care is given, not when it is billed or paid. The FSA receipts here group payments by care dates, so enter care dates for each payment.
What goes on a child care receipt in Canada?
The CRA lists the parent's name, the child's name, the amount received, the start and end dates of the service, your name, address and social insurance number, your signature and the date signed. Issue a separate receipt for each child. Choose Canada under Your details.
Where is my payment log kept?
Only in this browser, saved with every change. Download a backup file now and then: it opens on another computer, and it brings the log back if the browser's data is ever cleared.