Nanny and newborn care

Nanny and Newborn Care Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A nanny or newborn care invoice needs the pay period, each day listed with in and out times and hours, the base rate plus any overnight or multiples premium, guaranteed hours honored even when the family cancels, mileage for driving the children, and reimbursed expenses at cost. Copy the template below, or use software that logs the week as it happens and bills the family on a fixed day.

What belongs on the invoice

  • Your name and contact info
  • Family name and the parent being billed
  • Pay period covered
  • Daily log — date, in/out, hours
  • Rate lines — base, overnight, multiples premium, holiday
  • Guaranteed hours, if your agreement includes them
  • Mileage for driving the children
  • Reimbursed expenses at cost, with receipts

The template

[Your Name]
[Phone] · [Email]

Invoice #____        Date: __________
Family: [Family Name]
Bill To: [Parent Name]          Phone: __________
Pay Period: ______________ to ______________

--------------------------------------------------
Date     In     Out    Hours   Type
--------------------------------------------------
__/__   ____   ____    ____   [day / overnight]
__/__   ____   ____    ____   [day / overnight]
__/__   ____   ____    ____   [day / overnight]
--------------------------------------------------
Day hours ____ @ $____                  $______
Overnight ____ @ $____                  $______
Multiples premium ____ hrs @ $____      $______
Holiday ____ @ $____                    $______
Guaranteed hours (unused, per agreement) $______
Overtime ____ @ $____                   $______
Mileage — ___ mi @ $___                 $______
Reimbursements (activities / supplies)  $______
--------------------------------------------------
Total Due                               $______

Terms: due [Friday / within __ days] · [card / transfer]

Guaranteed hours only survive if you invoice them

A guaranteed-hours agreement that never shows up on an invoice quietly turns into an hourly-when-convenient arrangement. Print the line even in weeks it’s zero — it keeps the term alive without anyone having to bring it up.

Reimbursements are not income

Museum tickets, craft supplies, and gas you fronted go on their own line at cost with receipts. Mixed into your hours, they inflate what your rate looks like, and that’s the last thing you want a family doing arithmetic on.

Put it on a fixed day

Friday, every Friday. Predictable invoicing is the single biggest factor in getting paid without asking, and asking is the part of this job nobody wants to do.

Skipping the copy-paste

Software that logs each day as it happens builds this at the end of the week and sends it with a payment link, so invoicing isn’t something you do after a twelve-hour shift.

Frequently asked questions

What are guaranteed hours and should they be on the invoice?

Guaranteed hours mean the family pays for the scheduled week whether or not they use it — the standard in professional nanny work, because you turned down other jobs to hold that schedule. Put it on the invoice as its own line so the arrangement stays visible instead of eroding.

How do I bill an overnight newborn shift?

At an overnight rate, flat or hourly, higher than your day rate. Awake-and-working nights are the hardest shifts in this job, and pricing them at the day rate is how newborn care specialists end up burnt out and underpaid.

Should I charge more for twins?

Yes — a multiples premium, usually a fixed dollar amount per hour rather than a percentage. It's not double the work, but it's meaningfully more, and every experienced newborn care provider prices it.

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