Child care centers, day cares, and home-based programs. We keep your books current every month and keep the income straight, whether it comes from parents, the state's child care subsidy program, or the food program.
Where this helps
Running a child care program means tight margins, a payroll that's most of your budget, and money arriving from several directions at once: parent tuition, subsidy payments, food program reimbursements, and registration fees.
We keep each source straight every month. You can see what each classroom costs to run, whether tuition covers it, and you'll have the year-end statements your parents need for their own taxes.
Full enrollment and a thin margin can look the same. Good books show the difference.
Sound familiar?
Parent tuition, state subsidy payments, and food program reimbursements arrive on different schedules. When they're lumped together, you can't tell who has paid and who hasn't.
A few families falling behind adds up fast. Without a clear receivables list, past-due balances get missed until they're hard to collect.
Teachers and aides are your biggest cost. Payroll, payroll taxes, and staffing ratios all have to line up with what tuition brings in.
Parents need your tax ID and a yearly total of what they paid to claim the child care credit or use a dependent care account. Without clean records, that becomes a January headache.
Food program reimbursements come with record-keeping rules. Your food costs and reimbursements need to be tracked so the numbers tie out.
Especially for home-based programs, groceries, supplies, and household costs overlap. Separating them correctly protects your deductions.
What you get
Current every month, not just at tax time.
We record and categorize every transaction and reconcile your bank and card accounts every month.
Past-due balances caught early.
We track what each family owes and what's been paid, so you can follow up before balances get out of hand.
Payroll and payroll taxes, handled.
We run payroll for your teachers and staff and keep every payroll tax filing current.
The numbers behind your tuition rates.
Each month you get statements you can read in minutes, so you can set tuition and plan staffing with real numbers.
Your dashboard
Every bookkeeping client gets a private dashboard. Once we close your books each month, it updates with your profit and loss, balance sheet, and cash, all in plain English and side by side with last year. Open it on your phone or computer, any time.
Overview · Your month at a glance: cash, revenue, profit, and a plain-English note from us on what it means.
Sample dashboard for a fictional business. All numbers are made up.
The numbers refresh when we close your books, so what you see always matches your statements.
No more email chains about a mystery charge. Answer our questions right on the dashboard.
You sign in with a code sent to your email. Each client sees only their own business.
Local and accountable
All of our bookkeeping is done in-house by our team here in San Antonio. We don't send your financial records overseas or to outside contractors. You can call your bookkeeper directly, or stop by our office at 101 Sunflower Lane.
When you're ready for more, the same team can run your payroll, prepare your tax returns, and help you plan with a fractional CFO. See everything included in our San Antonio bookkeeping.
Common questions
Parents claiming the child and dependent care credit need your name, address, and tax ID number, and they need to know how much they paid during the year. Many centers send a year-end statement in January to make that easy. We can prepare those statements straight from your books.
We record each source of income separately, so parent tuition, child care subsidy payments, and food program reimbursements each show on their own line. That makes it easy to see who has paid, match subsidy payments to enrollment, and support your food program records.
Yes. We run payroll, file federal and Texas payroll taxes, and prepare W-2s. When the same team handles your books and payroll, labor costs land in the right accounts and you can compare them to tuition income every month. Learn more about our San Antonio payroll services.
Yes. Home-based programs have extra steps, like separating household and business costs and working out the business-use share of your home. We keep the books clean so your tax preparer can claim everything you're entitled to.
Yes. We bring the books current, sort out the different income sources, reconcile every account, and keep them current from there.
Yes. Hablamos español. You can work with our team in English or Spanish.
The next step
Tell us how your finances run today, even if the books are behind. We'll show you what handing off the bookkeeping looks like. The first consultation is free.
Small Business Services of San Antonio · 101 Business Center, 101 Sunflower Lane, San Antonio, TX 78213
(210) 884-5067 · info@sbsofsa.com · Hablamos español