We process payroll on time, every time, and keep your accounts payable and receivable in perfect order. Your accountant gets organized, reconciled records — not a shoebox.
- ✓Bi-weekly or semi-monthly payroll processing with CRA remittances
- ✓T4s, ROEs, and year-end reporting
- ✓Accounts payable: vendor bills, approvals, and scheduled payments
- ✓Accounts receivable: parent billing, subsidy reconciliation, and collections
- ✓Monthly bookkeeping and bank reconciliation
- ✓Accountant-ready financial packages every quarter
Clean books, accurate payroll, and an accountant-ready handoff.
Financial administration is the one part of running a daycare that absolutely cannot have errors. Miscalculate payroll and staff lose trust. Miss a CRA remittance and you pay penalties. Let parent invoicing slip and you leave real money on the table. Mess up your CWELCC reporting and you face clawbacks.
We run it like a specialist accounting firm would — because we are one — and your accountant ends up with the cleanest year-end file of their client roster.
The problem you’re probably facing
Most single-site and small multi-site operators handle finances one of three ways: the director does it at 10 p.m. on a laptop at the kitchen table, an underqualified office admin does it during the day and the director re-checks every entry, or a part-time bookkeeper comes in once a month and leaves half the work undone.
None of those are professional financial administration. They’re improvisation. And improvisation is where the costly errors come from.
Compound the normal operator burden with CWELCC reporting, wage enhancement tracking, ministry funding reconciliation, and parent fee adjustments tied to the framework, and you have a financial operation that has tripled in complexity since 2022 — usually without a corresponding increase in administrative capacity.
What we actually do
Payroll processing
- Bi-weekly or semi-monthly payroll processed on exact dates, with direct deposit
- CRA remittances (CPP, EI, income tax) filed and paid on time, every time
- WSIB premiums calculated, reported, and remitted
- T4s, T4 Summaries, and ROEs — prepared and issued without you lifting a finger
- Year-end reporting completed before your accountant’s first call
Wage enhancement and CWELCC compliance
- Wage floor verification for every RECE and program staff member
- Wage enhancement grant calculations and reporting to your CMSM
- Audit-ready documentation of wage compliance
- CWELCC funding reconciliation (what you received vs. what you were owed)
Bookkeeping
- Monthly bank reconciliation — every transaction, every account
- Accounts payable — vendor bills entered, approved (by you), scheduled, and paid
- Accounts receivable — parent invoices, subsidy reconciliation, fee collections
- Monthly financial statements — P&L, balance sheet, and cash flow summary delivered to you on the 15th of every month
Accountant handoff
Every quarter, your accountant receives a complete financial package: reconciled books, source documents, GST/HST working papers, and a CWELCC summary. Year-end becomes a conversation, not a cleanup project.
How the engagement works
Week 1 — Migration. We take your existing bookkeeping (wherever it lives — QuickBooks, Sage, Excel, paper) and migrate it into a clean, properly-structured chart of accounts. We document every process.
Week 2 — Parallel run. We run payroll and bookkeeping alongside your existing setup to verify accuracy before cutover.
Week 3 onward — Full operation. We own the function. You approve payroll batches and large vendor payments. Everything else is handled.
Monthly rhythm. Payroll processed on schedule. Financial statements delivered the 15th. Monthly 20-minute review call to walk through the numbers.
What you can expect
- Zero missed payroll dates — we’ve never missed one
- Zero CRA penalty notices for our partner centres (they were common before)
- 4–6 hours per week of director time returned to pedagogical leadership
- Financial visibility — most operators see their true monthly P&L for the first time within 60 days of engagement
Pricing
From $1,400/month for single-site operators up to 25 staff, scaling with headcount and transaction volume. CWELCC reconciliation is included at no additional charge.
Frequently asked questions
Do we still work with our accountant? Yes. We handle bookkeeping and payroll; your accountant handles tax filings and audited statements. The two roles are complementary, and your accountant will be thrilled to receive our quarterly packages — they’re a meaningful upgrade from what most small operators produce.
What software do you use? We operate in QuickBooks Online or Xero, whichever you prefer or already use. Payroll runs through Wagepoint, Payworks, or Rise depending on your size and benefits setup.
How is CWELCC reporting handled? We manage your CMSM monthly enrollment reporting, wage enhancement claims, fee reduction reconciliations, and any audit documentation requests. This is included in the monthly retainer.
Can you support multiple locations? Yes. We handle multi-site operators with 2–15 locations routinely. Each location gets its own books; consolidated reporting flows to you and your accountant.
What if we’re behind on our books? We’ll catch up your historical records as a one-time onboarding project. Pricing depends on how far back you need to go, but it’s usually completed within the first 60 days.
Ready to get your financial house in order? Book a discovery call — we’ll review your current state and give you a clear picture of what a clean financial operation would look like.
