For Childcare centers, preschools, and early learning operators with one or several sites
Catch tuition balances and failed autopays early
A failed autopay or a family that falls a few weeks behind can sit unnoticed in a busy center. By the time someone looks, the balance is large and the conversation is hard.
What it can cost you
Example: $8,000 in balances over 30 days x 25% written off each year = $2,000 a year.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists tuition balances by age, from new to long past due.
- Flags failed or declined autopay charges.
- Finds families with a growing balance week over week.
- Checks late fees your policy calls for that were not applied.
- Shows past-due totals by site.
Where it reads from
- Procare
- Brightwheel
- Kangarootime
- Famly
- QuickBooks Online
What happens when it fires
The office manager sends the drafted notes and follows up kindly. The system tracks who paid.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every failed autopay is in the brief by the next business morning. 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
Will it apply late fees?
No. It shows where your policy fee was not applied. Applying or waiving it is your decision.
Does it give tax or legal advice on collections?
No. It reports balances and drafts friendly reminders. Policy questions go to your own advisors.
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.
- Third-party payments lateTrack when tuition paid by third parties, like subsidies or employer benefits, is expected versus received, so late payments do not squeeze cash.
- 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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