How Much Does Child Care Management Software Really Cost

How Much Does Child Care Management Software Really Cost

Factors Affecting the Price of Child Care Management Software

When it comes to child care management software costs, vendors usually provide a basic software package that already includes the essential features. This is usually provided in the base price of the child care management software. Clients who need additional features or applications may pay an additional price to get them installed in their system.

Another factor impacting the price is whether you're buying a cloud-based software or on-premise child care management software. The cloud-based software is hosted on the vendor's server, and you can access that via a web browser while the on-premise software is installed on your computer.

The advantage of the on-premise software is that you won't have to depend on your internet connection to be able to access it. With the cloud-based, it's easy to get updates if you need more features on your child care management software. How much you need to pay depends on the benefits you'll get for the cloud-based and on-premise software. 

Cloud-based Software

One of the benefits of choosing cloud-based software is the flexibility of the pricing. Your monthly subscription can range from a lower monthly cost for limited features to a higher cost but with a complete solution.

With the cloud-based solution, you also get the mandatory features such as:

  • Billing and Payments
  • Admissions and Scheduling
  • Reporting
  • Immunization Tracking
  • Time and Attendance
  • Employee Management
  • Meal Management
  • Communication

    Additional features include:

  • Accounting
  • Payroll
  • Payment Processing
  • Premium Support Plans
  • Additional User Licenses
  • Custom Reporting
  • Advanced Billing Options
  • Automated Phone Messaging
  • Email Marketing Application
  • Parent Portal

How much you should invest in your child care management software depends on the size of your business and what type of features you need. If you're a small business, choosing the basic package may suffice. For medium-sized to large child care businesses, we recommend that you invest in the additional features as it would help automate your business operations. Over time, it's actually more cost-effective, and you get more things done.

On-Premise Software (Installed)

If you acquire the installed solution, find out how much it would cost to use per month for the lifespan of the software, and then compare the amount to the money you save over using manual processes.

There are disadvantages to choosing the on-premise solutions, though. If you need updates, you may need to pay an additional fee for that. Also, there is a need to invest in infrastructures such as computers and servers to ensure that you can always access the software. Also, you may need an IT department to help you maintain the system.

Going with the cloud-based software may be the most cost-effective solution. It's also the most flexible as you can access the software from anywhere, so long as you have an internet connection. In addition, you can access it using your mobile phone or a tablet, whereas, with the installed version, you'll need to be in your office at all times or where the software was installed.

With the cloud-based software, you only have to pay the monthly subscription, which already includes the features you need, including software updates and maintenance. Also, there is no additional cost for Customer Support. No need to call IT as the vendor can assist you with whatever issue you are having with the child care management software. 

Creating an Overall Budget for Child Care Management Software

To create a budget, you need to determine how much income you generate with your child care business and your expenses each month. Then, invest in a software with more features, especially when running a medium-sized to a large child care business. Automating everything can increase productivity and also streamlines your business operations.

If your budget is limited, you can do a few things to help you come up with the money for your child care management software. Below are some of our suggestions:

Raise tuition rates for new families - How much tuition fee increase you need depends on the price of the child care management software and the number of families you're expecting to sign up for your program.

Other things you can do include holding fundraisers, collecting an annual registration fee for the families, and expanding operating hours. Ensure that you also evaluate your expenses and make sure that you're not spending anything your business doesn't really need.

Also, you can always increase your marketing efforts to attract more families to sign up for your programs. Utilize social media or use SEO to drive more traffic to your website. Most importantly, invest in content marketing and provide relevant or helpful information to parents. Marketing doesn't only create more awareness for your business, but it's also effective in helping you generate more revenue for your child care business. 

Do You Need Child Care Management Software?

Are you planning to invest in a child care management system for your business? You can streamline your administrative tasks with our Alliance CORE System. Our child care management software is easy to use, and it can help you save time and money. We can help with record-keeping, tuition invoicing, payment tracking, child care licensing compliance and much more. Contact us to schedule a demo. Feel free to get in touch if you have questions about our child care management software.

We've compiled a list of the most common licensing violations. Download the free checklist today.

Are you looking for more child care management information? Check out our Ultimate Guide to Child Care Management.

Our child care management system makes running your child care program simple and efficient. Get back to what's most important. You shouldn't have to spend more time on the administrative tasks than you do with children and staff. 

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Or schedule a demo with us to learn more about how our child care management system, Alliance Core, can streamline your administrative processes.

Do you run an early childhood association made up of child care providers? If so, check out our Ultimate Guide to Shared Service Alliance.

Header image courtesy of Stockunlimited.

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