Childcare & Early Learning
Ratios are law. Capacity is fixed. The math is tight and there's no room for sloppy numbers.
The Math Has a Ceiling
Most businesses grow by adding customers. You grow by adding square footage, staff, and licensing capacity. There’s no squeezing in one more kid. Full is full. The fire marshal has opinions. The state has ratios. Your insurance has limits.
This makes childcare unlike almost any other business. Revenue has a hard cap. You can’t scale your way out of a problem. Every dollar has to work because there’s a fixed number of them available.
That’s why the financial side matters so much. When the upside is capped, the downside has to be controlled.
Ratios Run Everything
One teacher per four infants. One per ten preschoolers. These aren’t suggestions. They’re law. Break them and you lose your license. Follow them and they become your single largest expense.
A slow Tuesday still requires the same staff as a full Tuesday if the kids are there. A teacher calls in sick and you’re scrambling for coverage at any cost. Someone quits and you’re either over-ratio or closed until you hire.
Labor isn’t a variable you can flex the way other businesses do. It’s locked to enrollment and enrollment is locked to capacity. The only flexibility is how efficiently you schedule within those constraints.
Tuition, Subsidies, and the Collection Gap
Some families pay on time every month. Some don’t. Some are on CCAP, which means paperwork, approvals, and reimbursement that takes weeks to arrive. Some pay part cash, part subsidy, and keeping track of who owes what becomes its own job.
The gap between what you’re owed and what’s in your account is real. You’re covering payroll and rent on tuition that hasn’t arrived yet. Subsidy payments come eventually, but eventually doesn’t help on Friday when staff needs to be paid.
Most childcare owners learn to live with this. Fewer learn to plan for it. The ones who do stop holding their breath every month.
How We Help
We work with daycare centers, preschools, Montessori programs, after-school programs, in-home providers, and early intervention services. You take care of children. We take care of the numbers.
Monthly Bookkeeping
Monthly Bookkeeping
Books closed every month. Tuition revenue, subsidy payments, and expenses tracked accurately. You see what came in, not just what should have.
Tuition and Subsidy Tracking
Tuition and Subsidy Tracking
Parent payments, CCAP reimbursements, outstanding balances. We track it so you know exactly who owes what and when to expect it.
Cash Flow Planning
Cash Flow Planning
Payroll doesn’t wait for subsidies to arrive. We help you build a buffer and plan around the collection gap so you’re not scrambling every month.
Payroll
Payroll
Teachers, aides, floaters, part-timers. Multiple schedules, multiple rates. We run it accurately and on time.
Utah's Trusted Bookkeeping Firm
First Step:
Start With a Call
Tell us what's going on and we'll let you know if we can help. We'll ask a few questions and give you a straightforward quote.