Childcare Management Software for Growing Programs

ChildPilot is an all-in-one childcare management platform built for childcare and preschool directors, owners, and operations leads.

It brings billing, enrollment, attendance, parent communication, staff scheduling, compliance, and reporting into one place so you can run your program from one screen instead of stitching together five tools that were never meant to talk to each other.

The platform is paired with a dedicated account rep, hands-on onboarding, and real human support, because childcare is too personal to leave to a help-desk ticket queue. Programs typically go live in two to four weeks with help from a dedicated launch team.

ChildPilot is used by full-service childcare and preschool programs, before-and-after-school programs, drop-in centers, school-age care, summer camps, and multi-site early childhood education networks.

Whether you run a single home-based program or a network of 20 locations, the platform adapts to your enrollment, schedules, billing structures, and ratios instead of forcing your program into a rigid template.

Faith-based programs, employer-sponsored centers, Montessori and Reggio-inspired schools, accredited preschools, and family-owned multi-generational programs all run on ChildPilot today.

ChildPilot's childcare billing software handles tuition, recurring invoices, late fees, sibling discounts, subsidies, drop-in charges, and one-off line items in one connected ledger.

Families can pay online with ACH or card from the parent portal or mobile app, autopay keeps balances current, and your team gets a clear view of who is paid, who is past due, and where every dollar landed.

Most programs see Friday billing days collapse from a full afternoon to a few minutes. Year-end tax statements are generated automatically for every family, so the January rush stops being a rush.

Families get a dedicated parent portal and a mobile app that show their child's daily schedule, check-in and check-out times, photos from the classroom, daily reports, milestones, billing, and one-to-one or broadcast messages from your team.

Teachers post once and families see it across every channel they prefer, including email and push notifications. The result is fewer phone calls and pickup-line questions, and a noticeably calmer front desk.

Authorized pickup contacts, custody arrangements, and emergency contacts are all built in so the right people get the right updates, automatically.

ChildPilot covers the entire enrollment journey: a public-facing inquiry form on your website, a leads pipeline so nothing slips, tour scheduling, digital registration with custom forms and e-signatures, waitlists, deposits, and rollover into active enrollment.

Every required document, immunization record, and signed authorization travels with the family record, so when a new child starts on Monday you are not scrambling for paperwork at 7:30 am.

Automated nurture emails keep prospective families warm between the tour and the first day, which most directors say is where they used to lose enrollments to faster-responding competitors.

Most programs go live in two to four weeks. You are paired with a dedicated onboarding rep who builds a launch plan with your team, configures your locations, billing rules, classrooms, schedules, and forms.

Your rep helps migrate existing family and tuition data and trains your administrators and teachers before launch day. Training, setup, and ongoing support are included, not billed by the hour.

After launch, the same account rep stays with you. Launches are typically scheduled to avoid billing days, enrollment season peaks, and back-to-school weeks unless you want to use that timing on purpose.

No multi-year contracts and no surprise add-ons. ChildPilot offers month-to-month pricing built around your enrollment size and the locations you operate.

Onboarding, training, support, software updates, and the parent portal and mobile apps are all included. There are no per-feature paywalls for the core platform, and you will know what your invoice looks like before you sign.

If your enrollment changes mid-year, your pricing flexes with it. Programs that grow into a second or third location keep the same per-child pricing structure.

You get a real, named account rep who knows your program, your billing setup, and the way your team works. When you call, a person answers.

Average response time is under two minutes during business hours, and on-call support covers the moments that matter most: billing days, enrollment season, and the first week back from a break.

Support is included at no extra cost, and the same person you meet during onboarding is the person you keep, with no escalation tier walls between you and a real answer.

Yes. Multi-site directors and regional leads get a single command view across every location, with per-site permissions for on-the-ground administrators and teachers.

Billing, enrollment, and reporting can be rolled up across sites or drilled into one classroom at a time. You can run identical setups across every location, or let each site keep its own schedules, forms, and tuition structures.

Onboarding is staged so you launch sites in waves instead of flipping a switch on everyone at once. Networks of two to 25 locations run on ChildPilot today.

ChildPilot includes built-in online payments for parent ACH and card transactions, a Gusto integration for payroll and HR, and exports for the accounting tools your bookkeeper already uses.

State subsidy reporting, immunization tracking, and ratio compliance are handled natively. Reports can be scheduled and emailed to owners, regional leaders, and auditors automatically.

If your program relies on a specific tool that is not on the integrations list, your rep will walk you through the workaround during onboarding so nothing slips through the cracks.

Yes. Administrator and teacher training are part of every launch, and your account rep walks your team through the day-to-day workflows they will actually use, not a generic overview of the entire platform.

Families get a guided onboarding email when they are invited to the parent portal, plus an in-app help center for everyday questions like how to update a card or download a tax statement.

If you hire mid-year, refresher training for new staff is available any time, no extra fee. Evening and weekend training sessions are available for teachers who cannot step away from classrooms during the day.

ChildPilot is built to scale with you, not slow you down. Reporting shows you exactly where enrollment, attendance, and revenue are trending, so you can plan classroom expansions, hiring, or a second location with confidence.

The leads pipeline turns website inquiries into enrolled families without a director having to chase every email, and the parent portal makes existing families more likely to refer friends because the experience feels organized from the first message.

Many programs add a second location within their first year on ChildPilot, and the platform handles the new site without a separate setup project.

Three things tend to stand out for directors who compare ChildPilot to other tools.

First, the support is genuinely personal. Your dedicated account rep knows your program, your billing setup, and your team by name, instead of routing you through a ticket queue every time something needs attention.

Second, the platform flexes to match your workflows rather than asking your program to flatten itself into a one-size-fits-all template, which matters especially for multi-site networks and programs with non-traditional billing or schedules.

Third, the pricing is honest: month-to-month, transparent, and built around your enrollment and locations, with onboarding, training, software updates, and the parent portal and mobile apps all included.

Directors who have switched from spreadsheets, paper binders, or older childcare software almost always tell us the same thing afterward: the day-to-day feels noticeably quieter, the families feel more informed, and the team finally trusts the screen in front of them.