Childcare Center Supply and Activity Expense Form

Managing expenses for a childcare center requires meticulous attention to detail, especially when it comes to licensing compliance, meal programs, and transparent parent fee allocation. This Childcare Center Supply and Activity Expense Form is designed specifically for daycare centers, preschools, and early learning facilities that need to track, document, and report expenses in a structured, auditable way.

Why childcare centers need streamlined expense tracking

Childcare providers juggle multiple expense categories daily—from art supplies and educational materials to food service costs and licensing requirements. Without a clear system, it's easy to lose track of receipts, miss reimbursement deadlines, or struggle during audits and licensing inspections. This template helps you centralize all expense documentation in one professional, compliant form.

What this form includes

This template captures essential information including staff member details, expense dates and categories (supplies, activities, meals, licensing, maintenance), itemized cost breakdowns, parent fee allocation tracking, and file uploads for receipts and compliance documentation. The form is structured to meet common licensing requirements while remaining flexible enough for various childcare settings.

Perfect for daycare owners, administrators, and educators

Whether you're a childcare center director managing a team, an individual educator submitting activity expenses, or an administrator handling meal program reimbursements, this form simplifies the entire expense reporting workflow. It's designed for the unique needs of early childhood education providers who need to balance budget constraints with quality programming.

Automate your expense workflows with Stepper

Once expenses are submitted through Paperform, you can use Stepper to automatically route approval requests to directors, update your accounting software, send reimbursement notifications, and generate monthly expense reports—all without manual data entry. This means faster reimbursements for staff and cleaner books for your center.

Paperform's calculation fields can automatically total expenses by category, helping you stay within budget and quickly see where funds are being allocated. The form integrates seamlessly with accounting tools like QuickBooks and Xero, or you can send data to Google Sheets for custom budget tracking and reporting.