For Childcare centers, preschools, and early learning operators with one or several sites
See when payments from third parties arrive late
Some tuition is paid by someone other than the family, and those payments often arrive later than expected or short. When several are late at once, payroll week gets tight and nobody saw it coming.
What it can cost you
Example: $18,000 a month in third-party tuition arriving 3 weeks late = $18,000 of payroll you have to float.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists expected third-party payments by payer and due date.
- Flags payments past their usual arrival time.
- Compares amounts received to amounts billed and lists short pays.
- Shows how much third-party money is outstanding before each payroll date.
- Tracks the family share of tuition separately so it does not get missed.
Where it reads from
- Procare
- Brightwheel
- Kangarootime
- QuickBooks Online
- Gusto
What happens when it fires
The owner plans cash around the gap and the office follows up with the payer. The system shows the timing and drafts the follow-up list.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Outstanding third-party payments are in every brief before each payroll date. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Is this just for subsidy payments?
It covers any tuition paid by someone other than the family. It only tracks timing and amounts as a cash item, nothing else about how those payments work.
Can it predict when payments will arrive?
It shows when each payer has usually paid in the past, so you can plan with real history instead of guesses.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for childcare and preschool operators
Seven more things worth watching.
- Ratio coverage gapsCompare scheduled teachers to expected children by classroom and time of day, and flag rooms at risk of running over your required ratio.
- Open seats and age transitionsTrack open seats by classroom and age group, plus upcoming move-ups and withdrawals, and match each opening to families on your waitlist.
- Tour follow-up gapsFlag childcare inquiries with no reply, tours with no follow-up, and families who toured but never enrolled, by site and source.
- Stale waitlistFlag childcare waitlist families with no contact in months, start dates already passed, and fees paid with no update, so your list stays real.
- Tuition past dueFlag childcare tuition past due, failed autopay charges, and families falling behind, by site and age, so balances stay small and conversations stay kind.
- Staff certifications expiringTrack CPR, first aid, and required training expiration dates for every childcare staff member, by site, and get a list well before anything lapses.
- Families likely to withdrawFlag childcare families with dropping attendance, schedule cuts, or rising balances, so the director can check in before a withdrawal notice.
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