CHILDCARE MANAGEMENT SYSTEMS COMPARISON CHART
There are many childcare management software packages available that sell from $80 to over $2,000. The programs range
from simple manual databases to fully featured automated systems, and come in both pc and web based varieties. There
are many differences between the packages in quality, functionality, usability, stability, and support. These differences
separate a useful and professional product from others that are really no better than using paper and pencil. The Childcare
Sage is an easy to use, affordable, and functionally rich Professional Childcare Management System.
Childcare Management Software comes in both pc and web based systems. Both of these platforms can offer similar
quality and functionality, but there are some key differences. Web based systems have 4 drawbacks and 2 advantages. The
biggest drawback is that the user is really leasing the software; they don’t own the software or their own data, and they
must keep paying the monthly or annual cost as long as they use the system. In addition, the user must have a reliable and
fast internet connection to use the software. Also, most web based systems offer lackluster user interfaces. The
advantages are that the user can use the software anywhere there is an internet connection, and since the system is
centralized, updates are automatic. When comparing web based and pc based systems, look carefully at the annual cost of
the web based system, which you must pay for as long as you use the system, and keep in mind that the annual cost can
always increase. The Childcare Sage is a pc based system that you own and that will never stop working.
Childcare Management Software is usually divided into programs for family, small, and large centers. The standard
thinking is that the smaller the center, the less functionality it needs. Functions including extensive batch processing,
networking, flexible rates, extensive scheduling, and comprehensive reporting are usually reserved for larger center
programs, and are usually considerably more expensive.
The Childcare Sage is the only system that is sold in three versions (Large Center, Small Center, and Family Center)
whose only difference is the number of active children that each can support and the cost of each version.
Most of our “professional software” competitors sell their software in modules, reasoning that you shouldn’t have to pay
for modules you don’t need. To fairly compare their prices, we put together a list of features that virtually all centers need
and priced the modules that offer those features: (you would pay extra for the USDA Meals Program, network
functionality, payroll, general ledger, door lock controller, etc.)
You own a childcare center and want to purchase a childcare management software package for:
1) keeping child records
2) billing parents
3) scheduling children and staff
4) keeping track of center expenses
5) tracking attendance for children and staff
The following is a list of the modules you would need from Procare™ and EZ-Care2™:
Procare Mini™: (less than 60 families) Procare™: (more than 60 families) EZ-Care2™: (unlimited)
Family Data ($297) Family Data ($595) Management Package ($1995)
Family Accounting ($197) Family Accounting ($395) Database / Center Manager
Attendance Tracker ($197) Attendance Tracker ($395) Family / Child Drawer
Advanced Scheduler ($147) Advanced Scheduler ($295) Staff Drawer
Employee Data ($197) Employee Data ($395) Accounts Receivable
Accounts Payable ($197) Accounts Payable ($395) Advanced Attendance / Billing
Custom Report Writer
+ Accounts Payable ($395)
Total: $1,235 Total: $2,470 Total: $2,400
The “standard function” versions of Procare™ and EZ-Care™ are from 3x to 6x the price of the Childcare Sage. If you
also add the rest of the functions that come complete with the Chidcare Sage, then those other programs are 4.5x to 9x the
price of the Childcare Sage.
In fact, the only add-on we offer to the Childcare Sage is fingerprint scanning functionality for our timeclock, and the only
reason why it is optional is because fingerprint scanning requires a separate software license from one of our software
partners and a scanner to work.
The Childcare Sage is the only professional, pc based, easy to use, reasonably priced, and module-free childcare
management system on the market. The table below compares our software to the least expensive versions of the other
leading professional childcare management software packages.
Feature Childcare Childcare ProCare™ EZ-
M(number) means module, Unl means unlimited Sage™ LC Manager™ Mini Care2™
v9.1 Std Sm v7 v9.1 v6
Maximum Active Families system can handle Unl 60 M1 (60) M2 (Unl)
Maximum Active Staff system can handle Unl Unl M5 (Unl) M3 (Unl)
Store child’s information including medical history, remarks, and X X M1 M2
Store child photo (plus parent and pickup person photos) X X M10 M2
Separately store each parent’s and pickup person’s information X X M1 M2
including address, phone numbers, and email
Store daycare center information including class, enroll dates, and X X M1 M2
bus run information
Store different schedules by class and days X X M1 M2
Store different schedules by date ranges (used for waitlists) X
Setup additional, searchable user defined fields (dates, numbers, X M7
Child Progress / Incidents
Track child progress/achievements though daily log X
Track child incidents through event calendar X
Store staff information including certifications X X M5 M3
Store staff photo X X M10 M3
Store job information including class, employment dates, and X X M5 M3
Store future work schedules by date ranges (used for future X
child/staff ratio planning)
Setup additional user defined fields (dates, numbers, text, X M7
Let parents sign their kids in/out X M1 M3 M16
Let staff sign themselves in/out X M1 M3 M16
Display general messages X M1 M16
Leave messages for specific parents and staff X M1 M3 M16
Sign in/out groups of children (bus drop off, etc) X M1
Midnight cycle function to automatically sign children and staff X
out at 11:59pm and back in at 12:00am
Sign in family members together instead of 1 at a time X M1 M3 M16
Let parents leave messages to staff X M16
Ability to have stand-alone, non-networked timeclock X M16
Ability to have multiple timeclock computers X
Fingerprint Scanning capability (package with scanner) (+$345) ?
Door Access Control X M12 M14
Graphically track child attendance X X M3 M5
Print attendance reports that show daily child counts, count X X M4 M5
children arriving and leaving every hour for each class, and count
empty slots for each class by the hour.
Attendance schedules include scheduled and timesheet hours to X
maintain center capacity for drop-in centers, etc
Batch Timesheet entry to enter timesheets in batch with ability to X M3 M5
copy timesheets from prior days (for centers that transcribe sign
in sheets into the computer)
Automatically calculate and charge accounts X X M2 M4
Works with fixed cost/tuition billing (same amount each X X M2 M4
week/month with no variances)
Works with late pickup and overtime billing (if child comes in X X M2 M4
early or leaves late)
Works with hourly/daily/weekly/monthly billing (child is billed X X M2 M4
for each hour they are at the center)
Works with part time/full time billing (child is billed for either X X M2 M4
full days or part days based on hours at the center)
Ability to setup different rates that apply to different days and X
hours within those days
Works with additional classes (dance, etc) X X M2 M4
Works with additional daily charges (lunch bunch, etc) X
Automatically applies and itemizes discounts X
Separately track parent copays and balances X X M2 M4
Graphically enter childcare expenses X X M2 M4
Generate child bills X X M2 M4
Automatically Email child bills X M2
Insert Center Logo into bills X X M2 M1
Maximum number of siblings that can be billed together 8 Unlimited M2 (4) ?
Automatic ACH and Credit Card Account processing X M2 M17
Drop Off Center Functionality
Charge different hourly rates for additional siblings X
Charge different hourly rates depending on day X
Apply coupons to charges X
Batch Child Billing and Rates
Enter batch childcare expenses for groups of children X X M2 M4
Set up unlimited defined rates and copy rates between groups of X M2 M4
Set up unlimited defined attendance schedules and copy X M5
schedules between groups of children
Use Barcode scanning to add expenses into accounts X
USDA Meals Program
Store child meals, meal times, and foods consumed X M2 M8 M12
Print meals count charts X M2 M8 M12
Create, store, recall, and print daily menus / meal plans for X M2 M8 M12
newborns, infants and older children
Copy meal plans between days X M2 M8 M12
Graphically track staff hours X X M3 M9
Keep track of vacation, personal, and sick-leave hours X M7 M9
Print staffing reports that show daily staff counts for each class, X X M5 M5
and daily staffing schedules that count staff arriving and leaving
Print staff schedules X X M5 M3
Works with fixed salary payroll X X M5 M9
Works with overtime and time and a half X X M5 M9
Works with hourly/daily/weekly payroll X X M5 M9
Ability to setup different rates that apply to different days and X
hours within those days (higher hourly rate for weekends)
Graphically enter reimbursable expenses X X M5 M9
Enter batch reimbursable expenses for groups of staff X X M5 M9
Automatically generate staff paysheets with hours, wages, and X X M5 M9
Withhold Payroll taxes X M7 M9
Store payments from parents X X M2 M4
Store payments to staff X X M7 M9
Allow batch payment posting to enter multiple payments X X M2 M4
Search for contacts by 1 piece of information X X M1 M2
Find contacts and children through any combination of X M1 M2
Store and Recall search criteria X
Create custom reports with selectable information, information X X M1 M6
column order and contact grouping
Track and schedule center inspections, maintenance, etc X
Keep a daily center journal X
Waitlist X X M11
Store center expenses such as food, rent, utilities, etc X X M6 M8
Store mileage expenses X X M6 M8
Add time-use % to expenses X M8
Reports that show childcare payments made and owed X X M2 M4
Reports that show staff wages paid and owed X X M7 M9
Reports that show center net income X X M9 M10
Daily Activities and To Do List X
Built in Appointment date book and alarms X
Create form letters through Microsoft Word® X X M1 M15
Multiple level password system (4 levels) X X M1 M1
Built in database backup function X X M1 M1
Networkable X M3 M1 M13
Multiple Site Functionality X M13 M10
Quickbooks Pro™ Integration X X M14 M18
Support for International Currency X
Typical Cost for System with Modules $495 $1,0701 $1,2353 $2,4005
Cost for Complete System Similar to Childcare Sage $495 $1,7652 $1,9734 $2,9006
Free Support With Purchase 1yr 1yr 1yr 3 months
Annual Support $75 $95 $95 $200 +
()number – footnote Footnotes:
M(number) – module id for that feature 1- Typical cost includes: M1
(+(price)) – additional cost for that feature 2- Similar cost includes: M1,2,3
3- Typical cost includes: M1,2,3,4,5,6
4- Similar cost includes: M1,2,3,4,5,6,7,8,9,10,11
5- Typical cost includes: (M1-7),8
6- Similar cost includes: (M1-7),8,9,10,12
Childcare Cost Procare Mini Cost EZ-Care2 Cost
Manager Std SM
M1- Time Mger $395 M1- Family Data $297 M1- Database / Center Manager ?
M2- Nutrition Mgr $495 M2- Family Accounting $197 M2- Family / Child Drawer ?
M3- Networking $200 M3- Attendance Tracker $197 M3- Staff Drawer ?
M4- Advanced Scheduler $147 M4- Accounts Receivable ?
M5- Employee Data $197 M5- Advanced Attendance / Billing ?
M6- Accounts Payable $197 M6- Custom Report Writer ?
M7- Payroll $97 M7- Database Personalization Package ?
M8- USDA Food Program $197 M8- Accounts Payable ?
M9- General Ledger $197 M9- Payroll ?
M10- Photo Gallery $185 M10- General Ledger ?
M11- Instant Replay $62 M11- Applicant/Waiting List Drawer ?
M12- Door Controller $195 M12- Childcare/Food Program ?
M13- Corporate Organizer ? M13- Networking ?
M14- Quickbooks Integration $175 M14- Door Access Control ?
M15- Insta-Merge ?
M16- Timeclock ?
M17- EZ-EFT ?
M18- EZ2-Post ?
System Screenshots: (Systems are organized by base price in rows)
Childcare Sage 9.1™ Childcare Manager 7 Standard™
Childcare Sage is a Trademark of B & I Computer Consultants, Inc. Childcare Manager is a Registered Trademark of Personalized Software
ProCare 9.1 Mini™ EZ-Care2™
Procare is a Registered Trademark of Professional Solutions EZ-Care2 is a Registered Trademark of Softerware, Inc