Yes, the software really is free to use. There is no catch or hidden fee. The reason we can offer CloudDaycareManager without a subscription cost is because of the payment processing partnership. Essentially, the small transaction fees from parent payments fund the platform’s development and support. If no one uses the online payment features, we don’t make money – but we’re confident you and your parents will love the convenience of online payments. (And even if some families still pay by check or cash, that’s perfectly fine – we do not charge you for recording offline payments.) Our philosophy is that we succeed only when you succeed, so we’ve aligned our incentives with yours. No success for you = no revenue for us, which motivates us to keep you happy!

We tailor rates individually, but in general our credit/debit card processing fees are very low – often around 2.5% or less, depending on your center’s volume – and ACH (bank draft) fees are typically a flat $0.75 or so per transaction (or even less). These are example figures; your actual rates might vary. The key point is we will match or beat whatever rates you currently have with another payment provider or software. When you’re ready, we’ll provide a clear rate quote. We pride ourselves on transparent pricing (no mysterious surcharges or “batch fees” that some processors add). And remember, if a parent chooses to cover tuition by cash or check, you can record it in the system and pay nothing for that transaction.

Yes, to take advantage of the no-fee software model, you would use our integrated payment processing (through Host Merchant Services) for any new electronic payments. The good news is, we’ll handle the setup for you, and it’s usually seamless – funds will deposit into your same business bank account, just via our system. Many centers are already using some kind of card swiper or online payment; in those cases, you’re just switching to a likely lower-cost provider. If you absolutely cannot switch due to an existing contract or another reason, talk to us – we can discuss a traditional paid license model as a fallback. But almost everyone finds that switching payments to us is easy and beneficial.

There is no long-term contract for CloudDaycareManager. Our philosophy (inherited from Host Merchant Services) is that we should earn your business every month – not trap you with a contract. You can stop using the software at any time with no penalties or fees. Likewise, our payment processing has no cancellation fees. We strongly doubt you’ll want to leave, but you have the freedom to do so. We also don’t increase rates unexpectedly – transparency is a core value for us. Any changes or improvements in pricing will always be communicated and done with your best interest in mind.

We know many centers might be mid-contract. If you’re stuck paying for another solution for a few more months, you can still start a free trial of CloudDaycareManager alongside it – there’s no cost to test us out. We can often help you negotiate or transition when the time is right. Because we don’t charge for software, some centers even choose to run CloudDaycareManager in parallel to evaluate it fully without canceling their old system immediately. As for payment processing contracts, Host Merchant Services can often buy out or offset termination fees from other processors, or we’ll work to ensure switching is worthwhile. Talk to us about your situation and we’ll find the best path with you.

Getting started is easy. Simply contact us (via the form or phone) to request a demo or signup. We’ll discuss your center’s needs and walk you through the setup process. If you’re using another software, we can import data (such as student lists, parent info, etc.) to make the transition painless. Our team will help configure your tuition plans, set up your classrooms and staff accounts, and anything else needed. You’ll also get training for you and your staff – all free of charge. Depending on the size of your center, many customers are up and running in just a few days. We’ll schedule the go-live at a time that’s convenient (like the end of a week or billing cycle) to minimize disruption. And don’t worry – we’re here to support you during and after the switch.

Absolutely. Our promise is that we will not start charging subscription fees for the features you have today. The only scenario in which you’d ever pay a “fee” to us is if in the future we introduced some optional premium service unrelated to payment processing (for example, a paid hardware device or an advanced analytics add-on – purely hypothetical at this point). But the core management platform, which is what you need to run your center, will remain free as long as you’re using our payment processing. It’s the foundation of our business model and mission. If anything, as we grow, our processing volume will let us negotiate even better rates, and we’ll pass those savings to you as well.

No other fees. No setup fee, no training fee, no support charges, no upgrade fees. We don’t charge extra for additional centers or locations either – if you operate multiple sites, it’s still free (each site would have its own processing setup, but again, those are just transactional fees). Transparency is one of our core values. If you’re ever unsure about a charge, we will gladly explain it. But the philosophy is simple: use the software free, and if you process payments, pay the standard low transaction fees. That’s it.