Free Childcare Worker Invoice Template

What is a Childcare Worker invoice?

A childcare worker invoice is issued by a self-employed or freelance childcare professional to a nursery, preschool, breakfast and after-school club, or family for sessional childcare services. Freelance childcare workers may cover staff absences, provide specialist support such as SENCO (Special Educational Needs Co-ordinator) roles, or run specific sessions within an existing setting. Childcare workers in the UK must hold relevant qualifications to work with children under 5 in registered settings. Level 2 (Childcare Support) and Level 3 (Early Years Educator) qualifications are the standard minimum levels set by Ofsted. Workers in registered settings must be DBS checked and may need to have completed safeguarding training. Freelance childcare support workers who provide supply cover or specialist roles to nurseries and schools invoice the setting rather than individual families.

What to include on a Childcare Worker invoice

• Childcare worker's name and DBS certificate reference
• Qualifications: Level 2/3 Early Years Educator, SENCO etc.
• Setting name and address or family name
• Session dates and hours worked
• Role performed: room leader, key worker, supply cover, SENCO
• Hourly or daily rate
• Travel expenses if attending multiple settings
• Total due
• Invoice number, date, and payment terms
• Bank details

Common childcare worker invoice line items

How to invoice as a childcare worker

Invoice weekly or monthly for all sessions worked in the period. For nursery and school settings, confirm invoice format requirements at the start of the arrangement. Many settings have purchase order systems. Keep accurate records of all sessions worked, including dates, hours, role, and setting. This is essential for self-assessment and for any insurance or DBS certificate renewal purposes. For freelance childcare workers operating through agencies, the agency typically manages invoicing to the setting and pays you on a schedule. For direct freelance arrangements, invoice the setting directly. Ensure your DBS check is in date and that any required first aid and safeguarding training certificates are current. Many settings will not engage supply or freelance workers without up-to-date documentation.