How to invoice as a childminder
A practical guide to childminder invoices — what to put on them, deposits and retainers, late-payment fees, funded hours and Tax-Free Childcare, and getting paid on time.
7 min read
What every childminder invoice should show
A clear invoice protects both you and the parent. Include your name and setting, the parent's name, the child's name, the period the invoice covers, an itemised list of what you're charging for (hours, meals, extras), any funded hours shown at £0, the total due, the due date, and how to pay.
Give every invoice a unique number too — it makes your records and your tax return far easier to keep straight.
Setting your fees
Most childminders charge an hourly or daily rate, sometimes with a minimum. Decide up front how you'll handle retainers, deposits, your own holidays and the family's holidays, bank holidays, late collection and meals or nappies.
Whatever you choose, write it into your contract before the child starts — so there are no surprises on the first invoice.
Deposits and retainers
A retainer holds a space open for a future start date; a deposit is money held (often against the last month) and returned or offset later. Both are common and reasonable.
Just be clear in the contract what each one is, whether it's refundable, and how it's applied — and show it as its own line on the invoice.
Funded hours and Tax-Free Childcare
If a child has funded hours, show them on the invoice at £0.00 and itemise any chargeable extras (meals, consumables, trips) separately — you can't charge a top-up on the free hours.
If a parent pays through Tax-Free Childcare, they send funds from their government childcare account to you, so put your Tax-Free Childcare payment details on the invoice and allow a few days for the transfer to arrive.
Chasing late payments — politely
Late payers are the worst part of the job. Make it easy to pay (bank details on every invoice), set a clear due date, and agree a late-payment policy in your contract.
A friendly, factual reminder a day or two after the due date sorts most of it. For persistent non-payment, your contract terms are what you fall back on.
Tip: Invoice in advance — say, the month before — rather than in arrears. You're far less likely to be left out of pocket if a family leaves suddenly.
Keeping records for your tax return
Keep a copy of every invoice and record payments as they arrive. As a self-employed childminder you report your income and allowable expenses to HMRC through Self Assessment, so tidy invoicing all year makes January painless. Keep your records for as long as HMRC requires.
How MinderHQ helps
MinderHQ builds itemised invoices with funded hours at £0, lets you log extras the moment they happen, and can generate a whole month for everyone in one tap — with polite automatic reminders for anything overdue and a shareable link parents can pay from.
Your totals stay honest for the tax return, and nothing slips through. The first month is free at minderhq.co.uk, no card needed.
Quick answers
What should a childminder invoice include?
Your setting and the parent's and child's names, the period covered, an itemised list of charges (with funded hours at £0), the total, a due date, how to pay, and a unique invoice number. Clear invoices prevent disputes and make your tax return easier.
Can I charge a retainer to hold a place?
Yes — retainers to hold a future place and deposits are both common. Set out in your contract what each is, whether it's refundable and how it's applied, and show it as its own line on the invoice.
How do I invoice for Tax-Free Childcare?
Add your Tax-Free Childcare payment details to the invoice; the parent sends the money from their government childcare account. Allow a few days for it to arrive, then reconcile it against the invoice like any other payment.
How do I deal with late-paying parents?
Make paying easy, set a clear due date, and agree a late-payment policy in your contract up front. A friendly, factual reminder just after the due date resolves most cases, and invoicing in advance rather than in arrears reduces the risk.