Record Keeping Connections for Family Child Care

Links to key family child care business websites and organizations that deal with record keeping.

Here is a comprehensive listing of websites and organizations that can assist you in record keeping. We do our best to keep these links current but some links may no longer be active. First Children’s Finance does not endorse or recommend any information you may receive from the websites and organizations listed here.

For state specific information:

North Dakota
South Dakota

Child Care Organization

National Association of Child Care Resource and Referral Agencies
Links to your state and local child care resource and referral agency that will refer parents to your program and offers training and other services for providers. Your local Child Care Resource and Referral Agency may have classes, articles, and other resources on record keeping.

Family Child Care Association

National Association For Family Child Care
This website contains numerous articles on record keeping as well as an IRS audit section. The audit section contains all IRS documents relating to family child care audits, including the IRS Child Care Provider Audit Technique Guide which is used by auditors when they audit providers. Their monthly e-newsletter offers regular articles on record keeping to keep you current with changing tax rules.

Family Child Care Forums

Family child care forums are internet sites where providers can post messages, ask questions of fellow providers, and share ideas and resources. Sometimes the discussion involves record keeping. Participation is free. As with all information distributed on the Internet be aware than the opinions and advice expressed on these forums may or may not be reliable.

Here are some of the more popular forums:
The Activity Idea Place
Child Care Lounge
Child Care Providers Forum Forum
Home Daycare Providers Forum on Cafemom
Punky’s Child Care Chat – Sharon Riley, a tax professional from Florida answers tax questions of providers on this forum.

Online Business Training

American Federation of State County and Municipal Employees (AFSCME) has posted a free power point class on “An Introduction to Family Child Care Recordkeeping” written by Tom Copeland. Handouts are included.

North Dakota Child Care Resource and Referral – Click on “Search for Training.” A class on Record Keeping is one of five self-paced on line classes. The class is free. This site also contains numerous articles and resources on the business of family child care.


Redleaf Press is the nation’s leading publisher of family child care books. They include:

Family Child Care Inventory-Keeper by Tom Copeland
Family Child Care Record Keeping Guide by Tom Copeland
Family Child Care Tax Companion (annual) by Tom Copeland
Family Child Care Tax Workbook and Organizer (annual) by Tom Copeland
The Redleaf Calendar-Keeper

An Employer’s Guide to Employment Law Issues in Minnesota (10th Edition, 2009) provides a broad overview of issues that commonly arise in the workplace

Record Keeping Software Programs

There are a number of record keeping software programs on the market. Be careful that you buy one that is specifically for family child care providers. Many are designed for child care centers. The list below is for family child care, but it is not comprehensive. First Children’s Finance does not recommend any record keeping software program.
Childcare Sage
Child Watch Online Services
Home Daycare Plus
KaskSoftware – Childcare Professional Standard Edition
Minute Menu Kids Pro
SDS Software Solutions

Tax Professional Websites

Tax professionals who specialize in preparing family child care tax returns sometimes post helpful articles on their website. Here are two websites:
Alison Jacks, EA, is a tax professional in California .
Sharon Riley of Nelson & Riley is a tax professional in Florida.