Free printable template
Nanny invoice template
By the NannyLog team · Updated
In short
A nanny invoice lists who it is from and to, an invoice number and date, the dates and hours worked, your rate, any approved expenses, the total due and how to pay. Download the blank PDF, fill it from your timesheet, and send it on a regular schedule.
What a nanny invoice needs
An invoice is a polite, written request for payment. For a nanny or babysitter it does two jobs: it tells the family exactly what they owe and why, and it gives you a record of what you billed. A clear one gets paid faster, because nobody has to ask what the number is made of.
- Your name and contact details, and the family’s name.
- An invoice number and the invoice date. Numbers like 2026-001, 2026-002 are fine; the point is that each is unique.
- The period covered, such as a week or a fortnight.
- The hours worked and your rate, one line per type of work, so regular and overtime hours are separate.
- Any expenses you were approved to pay, with a note that the receipts are attached.
- The total due, the due date and how to pay you.
Build the invoice from the timesheet
Never invoice from memory. Fill in the weekly timesheet first, then copy the totals across. If you have 44 hours in a week and your arrangement pays overtime after 40, that is two lines: 40 hours at your regular rate and 4 hours at the overtime rate. The filled-in example below follows exactly that week from the timesheet template.
How often to send it
Weekly or every two weeks works for most families, ideally on the same day each time. Put a due date on every invoice. “Due on receipt” is easy to forget; “due Monday 2 November” gives the family a date to act on.
Keep records and chase politely
Keep a copy of every invoice together with the timesheet it came from, and note the date each one is paid. If a payment is late, a short, friendly reminder that quotes the invoice number and the due date usually settles it, and it is much easier when your paperwork is tidy. Ask your accountant or local tax authority how long you should keep the records where you live.
Invoicing, payroll and taxes
Occasional babysitters often just invoice or get paid per evening. A regular nanny working in a family’s home may legally be the family’s employee, in which case pay usually runs through household payroll rather than an invoice. In the US, the IRS publishes a Household Employer’s Tax Guide (Publication 926) on this. This template does not decide which applies to you, and it is not tax or legal advice. Ask a household payroll service or an accountant if you are not sure.
Whatever the arrangement, the invoice is still useful as a clear record of the hours and amounts agreed.
Filled-in example: one week with overtime
The names and amounts are made up. The hours match the 44-hour week on the timesheet template.
Nanny Invoice
- From (your name)
- Maya Johnson
- Your phone or email
- maya@example.com
- Bill to (family)
- The Rivera family
- Invoice number
- 2026-014
- Invoice date
- Monday 26 October 2026
- Payment due
- Monday 2 November 2026
- Period covered
- 19 to 25 October 2026
- Hourly rate
- $22.00 per hour
| Date | Description | Hours | Rate | Amount |
|---|---|---|---|---|
| 19-23 Oct | Regular hours (first 40 in the week) | 40.0 | $22.00 | $880.00 |
| 19-23 Oct | Overtime hours (over 40, at 1.5x) | 4.0 | $33.00 | $132.00 |
| 21 Oct | Museum tickets, receipt attached | $18.50 |
- Total due
- $1,030.50
How to pay me
Bank transfer to the account details I gave you in September. Please put the invoice number in the transfer note.
How to write a nanny invoice
- Add your details and the family’s. Write your name and contact details, the family’s name, a unique invoice number and the invoice date.
- Set the period and due date. State the dates covered and a specific due date for payment.
- List hours and rates. Copy the totals from your timesheet, with regular and overtime hours on separate lines and your rate on each.
- Add approved expenses. Add reimbursable expenses as their own lines and keep the receipts.
- Total it and say how to pay. Add everything up, write the total due and list how the family can pay you.
How NannyLog does this automatically
NannyLog builds the invoice from the hours you already tracked. Pick the family and the period, review the hours, and generate it. Your business details and “How to pay me” instructions are printed on every invoice, and you can share it as a PDF.
Hours that have been invoiced are marked so they are never billed twice. When you care for siblings at the same time, each hour is billed once per household, not once per child. Parents can see invoices in their own app.
Invoices are part of Premium ($4.99/month or $39.99/year, with a 7-day free trial for new subscribers). NannyLog does not process payments or handle nanny taxes: families pay you directly by the method you list.
Frequently asked questions
What should a nanny invoice include?
Your name and contact details, the family’s name, a unique invoice number and date, the period covered, hours and rate, any approved expenses, the total due, a due date and how to pay.
How do I invoice for overtime as a nanny?
List overtime hours on their own line with the overtime rate, separate from regular hours, so the family can see how the total is made up. Agree the overtime terms with the family in advance.
Should a nanny send an invoice or be on payroll?
It depends on your arrangement and where you live. A regular nanny in a family’s home may be an employee and paid through household payroll. This template is not tax or legal advice, so ask a payroll service or accountant if you are unsure.
Can I add reimbursed expenses to the invoice?
Yes. Add each approved expense as its own line, such as museum tickets or supplies, and keep the receipts so the family can check them.
Is this invoice template free?
Yes. Download the blank PDF or the filled-in example, print as many copies as you need and use them with any family. No account or app is required.