Back to School: Bookkeeping Tips for Calgary Daycare Operators

September is the busiest enrolment period for Calgary daycare operators. New families are signing up, subsidies are being processed, and staffing needs are shifting. Amid all this activity, it's crucial to keep your bookkeeping on track. Here are tips specifically for Calgary daycare operators navigating the back-to-school season.

1. Track Enrolment Changes Carefully

New enrolments, withdrawals, and schedule changes all affect your revenue. Update your billing records immediately when changes occur — don't wait until month-end. Each child's fee schedule, start date, and payment method should be documented clearly.

2. Manage Government Subsidies Correctly

Alberta's child care subsidy program means a significant portion of your revenue may come from the government rather than directly from parents. Track subsidy income separately from parent-paid fees in your accounting system. This makes it much easier to reconcile payments and report to the government.

3. Staff Up — and Track the Costs

Hiring seasonal or new staff to handle increased enrolment creates payroll obligations. Ensure new employees complete TD1 forms, that you're calculating source deductions correctly, and that payroll remittances are made on time. Remember: CRA penalties for payroll errors apply from day one.

4. Track Supply Purchases

Back-to-school often means stocking up on educational materials, art supplies, outdoor equipment, and cleaning products. Keep receipts for all purchases and categorise them correctly — these are deductible business expenses and also generate GST Input Tax Credits.

5. Update Your Fee Schedule

If you're raising rates for the new school year, ensure your billing system reflects the new amounts starting from the correct date. Communicate changes clearly to parents and update any direct-debit or pre-authorised payment arrangements.

6. Review Your Insurance

September is a good time to review your business insurance. Has your enrolment grown? Do you have new staff? Your coverage should reflect your current operations. The premiums are a deductible business expense.

7. Plan for the Year Ahead

With September marking the start of the "daycare year," use this time to create or update your annual budget. Forecast revenue based on current enrolment, plan for known expenses, and identify months where cash flow may be tight (like summer, when enrolment often drops).

Bookkeeping Support for Daycares

Castle Bookkeeping works with several Calgary daycare operators and understands the unique financial demands of the industry — from subsidy reconciliation to staff payroll. Contact us for a free consultation tailored to your daycare's needs.