Nanny / Babysitter Invoice Template — Hourly, Tax-Credit
Hourly rates, overnight rates, holiday surcharges, multi-child rates. Includes the fields that matter for childcare tax credits and dependent-care FSA reimbursement.
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What belongs on a childcare invoice
●Hourly childcare. State # of children if affects rate.
●Overnight stay (per night). Lower per-hour rate but bundled.
●Holiday / weekend surcharge. 1.5× or 2×; disclose in advance.
●Travel / mileage. If you travel between families.
●Activities pass-through. Outings, classes, supplies.
●Late pickup fee (per agreement). After agreed hours.
How childcare pay usually works
Weekly or bi-weekly invoice listing each session by date and hours.
Bank transfer or app (Venmo, Zelle, Wise) most common.
For tax-credit eligible families: include your full name, SSN/ITIN/EIN (US) or NI / tax ID, address — required for the family's dependent-care credit.
Tax notes
Childcare income is taxable. In the US, families often need your SSN/EIN to claim the Child and Dependent Care Credit (Form 2441) or use a Dependent Care FSA. In the UK, similar info is needed for Tax-Free Childcare claims. Provide it on the invoice — saves both sides admin time.
Frequently asked questions
What does a nanny invoice need for tax credits?
Full name, tax ID (SSN/EIN in US, NI in UK), address. Date, hours, fee. The family uses this for IRS Form 2441 (US) or HMRC Tax-Free Childcare. Including it on every invoice is industry standard.
Should I bill weekly or monthly?
Weekly or bi-weekly is more common for nannies — keeps cash flow steady and easier to track hours. Monthly is fine for stable salary-style arrangements.
How do I bill overnight or sleepovers?
Often a flat overnight rate (lower per-hour than active hours, since the nanny sleeps too). State on the rate sheet — some families prefer hourly throughout.
Should I charge for late pickups?
Yes — common policy is a per-15-minute charge after the agreed end time (often $1-2/min). State the policy at hiring; invoice as 'Late pickup — Xmin past Y:00' so it's transparent.
A sample nanny invoice
Realistic, copy-and-paste-ready line items nannies and babysitters typically use. Hourly rates vary a lot between cities, so read these as a starting point rather than going rates.
●Regular weekly hours — Monday-Friday 8 AM-5 PM (45 hrs at $22/hr) $990
●Overtime — Friday evening event coverage, 4 hrs at $33/hr (1.5×) $132
●Guaranteed hours — week of family vacation (paid per agreement) (no overtime; standard rate): $990
●Travel — to NYC for week-long family event (per agreement) (per diem $75/day × 7): $525
●CPR/First Aid certification renewal (paid by family per benefits agreement) (annual): $95
●Federal/state taxes withheld per W-2 (placeholder for payroll system) (see paystub): see paystub
●Mileage reimbursement — running errands and school pickups (IRS rate) (weekly): $35
Notes: Nanny is classified as W-2 household employee per IRS guidelines. Paychecks issued via [HomePay/SurePayroll/GTM Payroll]. Federal income tax, Social Security, Medicare withheld. Family responsible for employer-side FICA, FUTA, and state unemployment. Guaranteed weekly hours per contract; overtime at 1.5× regular rate for hours over 40 per FLSA. PTO and benefits per signed Nanny Contract.
How the paycheck actually works
Professional nanny work pays through legitimate payroll, not under-the-table cash. IRS classifies nannies as household employees (W-2), not independent contractors (1099), with very narrow exceptions. The family acts as the employer: withholds federal income tax, Social Security, Medicare, and state taxes; pays employer-side FICA, FUTA, and state UI. Most families use payroll services (HomePay, GTM Payroll, SurePayroll Household, NannyTax) to handle this — $50-80/month for full compliance.
Standard pay structure: hourly rate ($16-30 in most metros, $25-50 in HCOL cities for experienced career nannies), guaranteed weekly hours (paid even if family doesn't need the hours that week), overtime at 1.5× for hours over 40 (FLSA requirement), paid time off (10-15 days/year is industry standard), and an annual bonus (1-2 weeks' pay, customary). Travel pay and mileage reimbursement are negotiated separately and paid via payroll. The under-the-table cash arrangement risks IRS audits for the family and disqualifies nannies from unemployment, Social Security, and other benefits.
Five payroll mistakes that cause nanny disputes
●Accepting 1099 classification instead of W-2. IRS Publication 926 is clear: nannies are household employees, not independent contractors. Families who classify nannies as 1099 to save on FICA are technically misclassifying and exposed to back-tax assessment. Always W-2; use a payroll service if the family is uncomfortable handling withholding.
●Not having a signed Nanny Contract. Verbal employment agreements lead to disputes over hours, PTO, holidays, raises, and termination. INA (International Nanny Association) provides template contracts; many payroll services include them. Standard provisions: hourly rate, guaranteed hours, OT rate, PTO, holidays, sick days, raises (annual review), termination (with severance), confidentiality.
●Skipping guaranteed hours when family doesn't need them. Standard nanny employment includes guaranteed weekly hours — the family pays for the time slot whether they use it or not. If the family decides Monday is family day and the nanny isn't needed, the nanny still gets paid. Otherwise nannies can't budget around the weekly income.
●Forgetting overtime for hours over 40. FLSA requires overtime at 1.5× regular rate for nannies (household employees) for hours over 40 in a workweek. Travel weeks, special events, and date nights often push past 40. Track every hour. Misclassifying as 'salary' to avoid OT exposes the family to wage-and-hour claims.
●Not getting tax-withholding setup before first paycheck. Family must register as a household employer, get federal EIN and state employer ID, and set up payroll-tax withholding before issuing the first paycheck. Without this, the first months are non-compliant. Use a payroll service or accountant for setup; most are $200-400 one-time plus monthly fee.
US tax notes for nannies and babysitters
Nannies are W-2 household employees (income tax, Social Security, Medicare withheld). Family pays employer-side FICA (7.65% match on Social Security + Medicare), FUTA federal unemployment (0.6% on first $7,000), and state unemployment per state schedule. Nanny tax credits: federal Child and Dependent Care Credit (20-35% of up to $3,000 per child or $6,000 for two+, depending on family income). Some states have additional credits.
Federal: As W-2 employees, nannies' deductible expenses are limited (work expenses generally not deductible on personal returns under TCJA). Mileage reimbursement from the family at IRS standard rate or actual expense is non-taxable to the nanny if properly accounted; pay above the IRS rate is taxable. Family-provided benefits (CPR/First Aid certification, professional development) may be excludable up to limits.
Not tax advice — confirm specifics with your CPA or state department of revenue.
A few more questions nannies ask
Do I invoice the family or get a W-2 paycheck?
Paycheck — W-2 household employee, not contractor invoicing. The family (or their payroll service) issues paychecks with proper withholding. You receive a W-2 at year-end. Don't accept 1099 classification; it misclassifies the employment relationship and disqualifies you from unemployment, Social Security accrual, and worker protections.
How do I bill for overtime when the parents come home late?
Track every hour worked. Hours over 40 in the workweek (typically Mon-Sun) pay at 1.5× your regular rate. Submit a timesheet weekly to the family or their payroll service; the next paycheck includes the OT pay. Don't accept 'comp time' instead of OT pay — FLSA doesn't allow comp time for household employees in most contexts.
Should I have a written Nanny Contract?
Yes — always. Verbal agreements lead to disputes about hours, holidays, raises, and termination. INA (International Nanny Association) provides template contracts; many families' payroll services include them. Key provisions: hourly rate, weekly guaranteed hours, OT rate, PTO/holidays/sick days, annual raise structure, termination (notice required + severance), and confidentiality.
How do I handle a family who wants to pay me cash under-the-table?
Decline politely and explain why. 'For both our protection, I work as a W-2 household employee with proper payroll. This ensures I qualify for Social Security, unemployment, and worker protections, and protects you from IRS misclassification risk.' Refer them to HomePay, GTM Payroll, or SurePayroll for payroll setup — typically $50-80/month for full compliance.
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