Childcare and early learning

Attendance-based tuition, subsidy and CCDF billing, and center finance for childcare and early learning.

Fintra works beside Procare, Brightwheel, HiMama or Kangarootime, or replaces them. Tuition bills from attendance and the books stay on one ledger.
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Tuition & Subsidy

Example figures
Rodriguez family: collected
$1,640
State CCDF, Marcus B.: subsidy
$920
Okafor family: past due
$780
Chen family: reconciled
$2,210
AR >30d down, 2 subsidy claims built from attendance

Your childcare app handles check-in and photos; the money, and the record that protects you, are left to you.

  1. Tuition and subsidy leak

    Autopay fails and no one chases it, late fees never get applied, and families drift into arrears, while state subsidy and CCDF dollars go under-claimed because the reimbursement is reconciled by hand against a separate portal.

  2. The daily report is a chore, the incident report is a liability

    Teachers spend the afternoon typing into an app instead of being with the children, and the incident report, the record that matters most to a family and a licensor, is handwritten, editable, and a legal exposure waiting to happen.

  3. Ratios rule everything, connected to nothing

    Staff-to-child ratios drive both your license and your single biggest cost, but the ratio board, the schedule, payroll, and the P&L live in four different places, so a room goes out of ratio, or over-staffed, and you find out after it cost you.

What Fintra does for childcare

Fintra runs the money side of your center. Connect it to Procare, Brightwheel, HiMama, or Kangarootime for check-in and parent comms, or let Fintra replace them and run the whole front and back office. Plus the things early learning actually needs: tuition and subsidy that collect themselves, daily and incident reports parents can trust, and an AI front desk that never misses an enrollment.

  • Integrate your childcare app, or replace it
  • Single-center live; multi-center roll-up in rollout
  • Ratios, licensing & child privacy by design

Staff Payroll

Example figures
Ms. Alvarez, lead teacher, infant room, $24/hr
$1,824
Center director, base + occupancy bonus at 90%+
$1,150 bonus
J. Whitfield, assistant teacher, CDA in progress
gated
Payroll scheduled to ratio and computed from real hours: credential and background-check lapses gated, every pay-run release sealed as evidence.

Keep Procare or Brightwheel, or run the whole center on Fintra.

Check-in, parent messaging, and classroom photos can stay in the app families already use: Fintra reads attendance and enrollment through a connector and owns everything downstream: tuition, subsidy, payroll, and the back office. Or, if you are done paying for an app that still leaves the money and the records a mess, Fintra runs check-in, parent communications, waitlist and enrollment, scheduling to ratio, and the whole back office itself.

Stays in your childcare app

Procare, Brightwheel, HiMama, Kangarootime

  • Child check-in & attendance
  • Parent messaging & photos
  • Enrollment & room rosters

Read through the childcare app connector, live for early customers.

Fintra runs

Finance, Trust and People, plus the two childcare jobs below

  • Tuition billing & autopay
  • Subsidy / CCDF billing
  • Ambient scribe & governed notes
  • Payroll & bill pay
  • Multi-center roll-up (in rollout)
  • Governance & evidence

Prefer to leave Procare? Fintra can run check-in, parent communications, waitlist and enrollment, scheduling to ratio, and the full back office as one system, so you can leave the childcare app behind entirely.

Tuition collected on schedule, and every subsidy claimed.

Every center already has accounting and payroll somewhere. The two places a childcare back office lives or dies are the tuition that has to collect on time and the subsidy dollars that go unclaimed, so Fintra builds them in, not bolted on.

Attendance-Based Tuition

The money that has to collect on time

Tuition billed from real enrollment and attendance: full-time, part-time, drop-in, and sibling rates computed automatically, charged on autopay, with failed payments retried and late fees applied by your policy. Families see one clear statement, the center sees AR aging by family, and every credit or refund is guarded before it posts.

  • Tuition from enrollment, attendance & schedules
  • Autopay with retries, late fees by policy
  • Sibling, part-time & drop-in rates automated
  • AR aging by family, every credit sealed

Subsidy and CCDF Billing

The money most centers leave on the table

State subsidy and CCDF reimbursements are driven straight from attendance and certified ratios: claims assembled per child and per program to the state's rules, filed to the subsidy portal, and reconciled against what the state actually pays. The co-pay split between family and program is computed automatically, and every underpayment is flagged instead of quietly written off.

  • Claims built from attendance & certified ratios
  • Family co-pay vs subsidy split automated
  • Filed to state / CCDF portals, then reconciled
  • Underpayments flagged, not silently absorbed

Tuition Plan

Example figures
Enrollment cost
$2,850
approved
soft pull
$238/mo
no hard credit hit
funded to center
$2,760
Family enrolls now, pays over time, center funded upfront, Trust-guarded, every plan sealed

The same books, approvals and payroll checks, set up for childcare

Finance

The whole back office your childcare app was never built for.

Real accounting for your center (occupancy and revenue per child, cost per classroom, budgeting and center P&Ls, bill pay and payroll) with the childcare pain solved: labor is your biggest cost and it is set by ratio, so Fintra ties staffing straight to attendance, tuition, and subsidy on one set of books. Single-center accounting is live today; multi-center roll-up is in active rollout with franchise design partners.

Explore center finance
  • Single-center accounting live; multi-center roll-up in rollout
  • Occupancy, revenue per child & cost per classroom
  • Budgeting, center P&Ls & FP&A
  • Payroll, AP & guarded bill pay

Trust

Every refund, tuition credit, subsidy claim, and incident report: decided and sealed.

The places trust and money leak in a center (tuition credits and refunds, subsidy write-offs, a room that slips out of ratio, a background check that lapsed, an incident report that could be quietly edited) each get a verdict grounded in your real books and your license, and each becomes hash-chained, recomputable evidence. Incident reports are immutable, addenda only. Governance is decide-and-prove; enforcement is staged.

See how actions are checked
  • Refund / credit / subsidy write-off checks
  • Staff-to-child ratios & licensing as live controls
  • Immutable incident reports, addenda only
  • One trust score across staff, families & AI agents

People

Teachers, directors, and AI agents on one org chart.

Hiring and keeping qualified teachers is the single hardest thing in childcare, and every open classroom you cannot staff to ratio is revenue you cannot earn. The Workforce Graph puts every lead teacher, assistant, director, and AI teammate on one chart, scheduled to ratio and priced against the same center P&L, with an AI recruiter and interviewer that are advisory, and a named human who always approves.

See people and payroll
  • Recruit & retain teachers and directors
  • Schedule to ratio, staff cost per classroom
  • Credential & background-check tracking
  • Humans + AI agents, trust-scored

The daily report is drafted from the day in the room, and a teacher signs it before parents see it.

Teachers should be with the children, not typing into an app. Fintra drafts the daily report, the observation note, and the incident report from what actually happened in the room: a named teacher or director reviews and signs, and what parents receive is a governed, tamper-evident record instead of a message anyone could quietly change.

Daily reports that write themselves

Meals, naps, diapers, activities, and mood drafted from the day in the room, so a lead teacher approves and signs in seconds instead of thumbing through an app all afternoon. The parent gets a clear daily report, and the center gets time back with the children.

Incident reports, immutable by design

A bump, a bite, or a fall becomes a structured incident report drafted on the spot, reviewed and signed by the director. Once signed it cannot be edited (only an addendum can be added, each addendum signed and timestamped) so the record that matters most to a family and a licensor is the one nobody can quietly rewrite.

Observations & developmental notes

Milestone and developmental observations are drafted as they happen and tied to each child record, ready for family conferences and assessment frameworks. The note is governed the same way as the money: authored, reviewed, signed, and sealed.

A record parents actually trust

Every signed report is hash-chained to the child and the staff member who signed it, so a parent, a director, or a licensor can see it is the original and has not been altered. Trust stops being 'take our word for it' and becomes something you can prove.

From the attendance sheet to collected cash, one governed loop.

The same attendance that drives the daily report drives the money. Fintra turns check-in and ratios into tuition charges, autopay, late fees, and subsidy claims, so the note, the bill, and the cash are one closed loop on one ledger, not three systems reconciled by hand.

Attendance-based tuition & autopay

Full-time, part-time, drop-in, and sibling rates are computed from real enrollment and attendance, charged on autopay, and retried when a card fails. Families see one clear statement; the center sees exactly who is current and who is behind.

Late fees & collections, by your policy

Grace periods, late fees, and reminder sequences run on the schedule you set, not on whether the front desk remembered. Delinquency is worked as a governed sequence, and every waiver or credit is a decision with a name on it, sealed as evidence.

Subsidy & CCDF, driven off attendance

State subsidy and CCDF claims are assembled from attendance and certified ratios, split between family co-pay and program dollars, filed to the state portal, and reconciled against what actually pays, so the reimbursement most centers under-claim gets claimed and checked.

Note to bill to cash, closed

Because the attendance behind the daily report is the same attendance behind the invoice and the subsidy claim, there is no re-keying and no drift. One loop from the room to the reconciled dollar, every step governed and sealed.

Every family’s call answered and every tour booked.

Enrollment is won or lost on the first call, and most centers miss it because a teacher cannot leave the room to answer the phone. Fintra's AI front desk handles inquiries by voice and text, books tours, works the waitlist, and turns a missed call into a booked family, then hands the money to the same governed ledger.

Enrollment inquiries, day or night

Prospective families ask about openings, ages, hours, and price by voice or text and get an accurate answer from your real availability and rates, at 9pm or on a Saturday, so the inquiry that used to hit voicemail becomes a tour on the calendar.

Tours booked, waitlist worked

The front desk books and confirms tours against real openings by age group, and keeps the waitlist moving: offering the next infant spot the moment it opens and following up until the family answers, instead of a list that goes stale in a binder.

Missed-call text-back

Every unanswered call gets an instant text back, so a parent who could not reach you does not just call the center down the road. The conversation continues by text and lands as a booked tour or an enrollment, attributed to the call that started it.

Tuition text-to-pay

A past-due balance or a registration fee goes out as a secure text-to-pay link, and the payment lands straight on the ledger and reconciles itself, so collecting is a text a parent can answer from the pickup line, not a check they keep forgetting.

Ratios, background checks and immunizations tracked, with the record ready for an inspection.

The point is plain: never let a room slip out of ratio, never miss a lapsed background check or immunization, and never scramble to build a binder the night before a licensor walks in. Fintra watches the records and the money a license depends on and keeps the proof ready, so an inspection is something you are already prepared for.

Never let a room go out of ratio

Staff-to-child ratios and group sizes are live controls scored against the real schedule and check-in, not a whiteboard. A room that is about to go out of ratio raises a finding before it happens, tied to the schedule and the P&L, so you fix it in the moment instead of explaining it after.

Never miss a lapsed check or immunization

Staff background checks and clearances, and each child's immunization records, are tracked with expirations and gaps surfaced ahead of time (who is cleared to be in a room, whose renewal is due, and which child is missing a record) so nothing lapses quietly and no child is in a room they should not be.

No binder scramble for a licensor

When a licensor arrives, the evidence is already assembled. State licensing rules, ratios, background-check and clearance requirements, immunization tracking, and child-record privacy are mapped once, so one governed action satisfies many at the same time, and adding a state, a program, or a new center points at the same evidence instead of starting over.

Tamper-evident by design (the fine print)

Underneath, every refund, tuition credit, subsidy write-off, incident-report signature, or access change gets a verdict and an Action Trust Score before it lands, and each action is hash-chained and mapped to the controls it satisfies, so verify_chain() re-derives the whole chain from your data: tamper-evident, reproducible, and never a black box. Fintra Trust decides, records, and can gate the action; broader automatic enforcement is staged, so today it always decides and proves. Child records stay private by design.

One center or a whole brand, rolled up and compared on one set of books.

Childcare is full of multi-site operators and national franchise brands: Primrose, Goddard, and KinderCare among them. Fintra runs a single center and consolidates a whole system on one chart of accounts, turns brand standards into live controls, benchmarks every location, and grows the system on the same governed books.

Consolidated multi-center roll-up

In rollout

Single-center accounting is live today. Multi-center consolidation (per-center and system-wide P&Ls, occupancy, revenue per child, and labor as a percent of revenue on one standardized chart of accounts, closing with the period instead of stitched together weeks later from a dozen disconnected books) is in active rollout with franchise design partners.

Royalties & brand standards, governed

For franchise brands, royalties and marketing-fund contributions are computed from connected enrollment and tuition, invoiced, swept, and reconciled on both sides, and brand standards, from approved curriculum to facility and safety requirements, become live controls tied to the ledger instead of a once-a-year field visit.

Benchmarking across centers

Every center is scored against the rest of the system on occupancy, staff cost per classroom, collections, subsidy capture, and licensing standing, so a regional director sees which locations are leaking money or drifting on compliance, and why, from the same governed data.

Fill the classrooms, staff the rooms

Waitlist-to-enrolled, teacher recruiting and retention, and referral campaigns run on the same books and the same governance, so an open infant spot becomes an enrolled family and a staffed, in-ratio room, with the director bonus on occupancy computed and sealed like any other pay run.

Continuous controls for childcare centers.

Fintra tests every transaction, not a sample; only the items that fail open an exception; each exception carries a sealed record of what was checked; the record is mapped to the SOX 404 control it tests; an auditor reviews it through time-limited access.

ControlHow it is checkedFrameworkStatus
Tuition refund / credit approvalTested continuously by the dual-approval test handler on every tuition refund and account credit over threshold.SOX-CA-02 · Dual approvalTested today
Subsidy / deposit reconciliationTested continuously by the bank-reconciliation handler: subsidy and tuition deposits reconcile to the ledger.SOX-CA-06 · ReconciliationTested today
Month-end close checklistTested continuously by the month-end close-checklist handler.SOX-CA-10 · Close checklistTested today

Only the controls marked tested today run against your real transactions now. It works beside your GRC tool and your external audit, not instead of them.

How continuous testing works

Fintra for childcare today

The Money · Trust · People engines are the shipped Fintra platform. Single-center accounting, tuition, and subsidy billing are live today; multi-center consolidation and roll-up are in active rollout with franchise design partners, not a one-click import for every group yet. The childcare-app connectors (Procare, Brightwheel, HiMama, Kangarootime), the ambient scribe's speech-to-text, the state / CCDF subsidy portals, and the tuition payment rails are a pluggable provider seam: live for design partners and on the near-term roadmap, not a one-click integration for every center yet. Subsidy rules and staff-to-child ratios are configured to your state and license with you, not a blind auto-import. Signed daily and incident reports are tamper-evident by design; enforcement gating is staged. We will always tell you what is production-ready versus what we are building with you. In demos, no real money moves and no real child records are used.

Pages by role

One set of books runs the whole back office. These pages start from the job you do.

See Fintra run your center's money.

Bring one center or your whole brand. We'll show attendance-based tuition, subsidy billing, the ambient scribe and signed reports, the AI front desk, and the evidence trail on your kind of program.

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