Daycare Software That Grows With You: Why Flat-Rate Pricing Beats Per-Child Fees

The Hidden Math Behind Per-Child Pricing

Most daycare software prices based on enrollment size. It sounds reasonable at first — small center, small price. But let's run the numbers on what actually happens as your business grows.

According to industry data, entry-level daycare software plans start around $44/month, mid-tier platforms run about $95/month, and advanced plans can reach over $200/month. Per-child models like some platforms charging $0.99/child/month sound cheap — until you do the multiplication.

Notice the pattern? With flat-rate pricing, your cost stays predictable no matter how successful you become. With per-child or capacity-based models, growth becomes a cost center instead of purely a revenue driver.

Three Pricing Models Explained

Per-Child Pricing

You pay a base fee plus an amount for each child enrolled. Platforms like MyKidReports use this model ($0.99/child/month after 10 kids). It seems affordable at first, and for very small providers it can be. But it means every new enrollment comes with a software cost attached.

The real problem: It creates a mental friction against growth. When enrolling 5 more kids means your software bill jumps by $5–15/month forever, you're essentially taxing your own success.

Capacity-Based / Tiered Pricing

You pay based on your center's total enrollment capacity, usually in tiers. Brightwheel and several others use variants of this model. The price jumps significantly at each tier boundary.

The real problem: You might be paying for capacity you're not using. If your licensed capacity is 100 but you currently have 60 enrolled, you're potentially paying the 100-child rate. And these rates aren't always published — you often have to "get a quote," which makes comparison shopping difficult.

Flat-Rate Pricing

One price. All features. Regardless of how many children, families, or staff you manage. Both CheckInKids and Procare's home version ($25/month) use flat-rate approaches, though Procare's center pricing moves into custom quotes.

The advantage: Complete predictability. Your January bill is the same as your September bill, whether enrollment is at 60% or 100%. You can budget accurately and never worry about surprise increases.

The Annual Cost Difference

Let's make this concrete. Take a growing center that starts the year with 50 kids and reaches 80 by December:

That's potentially $2,000–3,000 in savings per year — money that could go toward staff bonuses, new supplies, or a better playground. Over three years, you're looking at $6,000–9,000 in savings.

What About "You Get What You Pay For"?

Fair question. If flat-rate software costs less, does it do less?

Not necessarily. The core features most centers need — check-in/out, parent messaging, billing, activity feeds, and reporting — are covered by most modern platforms regardless of pricing model. The price difference usually comes down to the vendor's business model, not the actual feature set.

That said, larger platforms with higher pricing often include extras like built-in payroll, advanced enrollment pipelines, curriculum tools, and native mobile apps. If you need those specific features, they may be worth the premium. But if your core needs are attendance, billing, and communication — don't overpay for features you'll never use.

We cover what to prioritize in our guide to choosing daycare billing software.

Hidden Costs to Watch For

Beyond the sticker price, watch for these extras that can inflate your actual cost:

• Payment processing fees — Most platforms charge 2.5–3.5% per transaction on parent payments. This applies regardless of the pricing model, including CheckInKids (Stripe's standard processing fees apply).
• Setup or onboarding fees — Some platforms charge $200–500 for initial setup. CheckInKids and Procare Home don't charge setup fees.
• Training costs — Some vendors charge for staff training beyond initial onboarding. Ask before you sign up.
• Feature add-ons — Modular pricing means the "base" price only covers basics. Want meal tracking? That's extra. Want advanced reporting? Extra again.
• Cancellation penalties — Annual contracts with early termination fees. Always ask about cancellation terms upfront.

How to Evaluate Pricing for Your Center

Here's a practical framework for comparing daycare software costs:

1. Calculate your 3-year cost — Not just this month. What will you pay when enrollment hits your licensed capacity?
2. List the features you actually use — Most centers use 60% of their software's capabilities. Don't pay for the other 40%.
3. Factor in payment processing — This is the same everywhere (2.5–3.5%), so it shouldn't drive your platform choice.
4. Ask about hidden fees — Setup, training, add-ons, cancellation. Get everything in writing.
5. Try before you buy — Any platform that doesn't let you try it free probably knows you won't stay.

Bottom Line

If you're a small home daycare, free and low-cost options make sense. Check out our roundup of free software for home daycares.

If you're running a center and expecting growth, flat-rate pricing protects your margins. The software that costs $99/month for 30 kids and $99/month for 150 kids is the software that actually supports your business plan.

Whatever you choose, also consider the quality of customer support — it matters more than you think when something goes wrong. Do the math. Your future self — managing a bigger, busier, more successful center — will thank you.