Fees are the primary source of revenue for a nursery, yet they also generate the most questions and misunderstandings with parents. How do you set rates correctly, choose a billing model and avoid errors in calculating charges?

Components of Nursery Fees

The monthly fee typically consists of several elements:

  • Fixed (subscription) fee – covers fixed costs regardless of attendance (salaries, rent, utilities). Usually PLN 400–800/month.
  • Catering fee – daily meal rate × number of days attended. Typically PLN 15–25/day.
  • Variable (hourly) fee – for hours beyond the base allocation, used in nurseries with hourly billing
  • Extra activities – speech therapy, English, music – usually optional

Billing Models – Monthly vs Hourly

Monthly (subscription) model

The parent pays a fixed amount each month regardless of the number of days the child attends (apart from the catering fee). Simple to administer, but less flexible for parents. Preferred by facilities with full occupancy.

Hourly model

Fees are calculated based on actual hours the child spends at the nursery. Fairer for parents who work flexible hours, but requires precise recording of arrival and departure times. Automation of billing is essential in this model.

Mixed model

Fixed monthly fee + variable catering component calculated from attendance. The most popular compromise – predictable for both sides.

How to Set Fee Levels

The calculation should be based on real costs:

  • Fixed costs ÷ number of children = minimum fee to cover costs
  • Add a margin (10–20%) for reserves and investment
  • Check competitor rates in the area
  • Factor in available municipal subsidies (Maluch+, nursery voucher PLN 1,500)

Example: 15-child nursery, fixed costs PLN 20,000/month → minimum revenue per child = PLN 1,333 + catering.

Fee Calculation Rules – What to Include in the Contract

The parent contract must clearly specify:

  • The amount of each fee component
  • Payment deadline (usually by the 10th of the month)
  • Absence policy – does absence reduce the fee and from when? (e.g. absence reported at least 24h in advance = catering deducted)
  • Rate change policy – how much notice the facility gives before a price increase
  • Consequences of arrears – interest, contract termination procedure

Automating Billing – How It Works in Practice

Manually calculating fees from attendance sheets is error-prone and time-consuming. Systems such as TwójSzkrab automate this process:

  • Based on recorded attendance, the system calculates catering charges
  • Fixed components (subscription) are added automatically each month
  • The parent receives a notification about a new charge via the app
  • The director sees a summary: who has paid, who is in arrears, total amount outstanding

This eliminates the need to manually compile Excel sheets and call parents with reminders.

Communicating Fee Changes to Parents

A fee increase is always a sensitive topic. A few rules to minimise tension:

  • Give at least 1 month's notice (or as specified in the contract)
  • Explain the reason for the increase (rising costs, inflation, new activities)
  • Communication options: app announcement + email + individual read confirmation
  • Offer a conversation for parents with questions – this builds trust

Summary

Good fees cover costs, are fair to parents and simple to administer. The key is a clear contract, a chosen billing model and automated charge calculation – so you can focus on the children rather than spreadsheets.

Want to automate charge calculation? TwójSzkrab does it for you – write to us.