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Managing a childcare program involves countless moving parts—from tracking enrollment and communicating with families to processing payments and maintaining compliance records. Many childcare providers use Procare to handle these administrative tasks, but there are other solutions available.
Whether you're opening a new program, expanding to multiple locations, or simply looking for better functionality, exploring Procare alternatives can help you find software that better fits your specific needs and budget.
The right childcare management system can save you hours monthly while improving family satisfaction and increasing on-time payment rates. Let's explore your options to help you make the best decision for your program.
Table of contents
What is Procare?
Procare Solutions has been serving the childcare industry since 1984, offering comprehensive management solutions for daycare centers, preschools, and after-school programs. The platform includes features for enrollment management, billing and tuition processing, parent communication, attendance tracking, and basic reporting capabilities.
Procare operates primarily as an on-premise software solution, though they've introduced cloud-based options in recent years. The system is designed to handle programs of various sizes, from small in-home providers to large multi-location childcare centers. Their core strengths lie in financial management, with robust billing features and payment processing capabilities that have made them a longtime choice for many established childcare programs.
Who uses Procare?
Procare primarily serves established childcare programs who have dedicated administrative staff to handle software implementation and maintenance.
Their typical users include large childcare centers with 50+ children, multi-location organizations needing centralized management, and programs with complex billing requirements like sibling discounts or government subsidies.
However, smaller programs, new childcare providers, or those seeking modern mobile-first solutions often find Procare's learning curve steep and its interface less intuitive than newer alternatives.
Procare alternatives
Finding the right childcare management software can be challenging, but exploring Procare alternatives ensures you discover a solution that fits your program’s unique needs.
Brightwheel
Brightwheel is often seen as the best alternative to Procare and stands out as a comprehensive, user-friendly software designed specifically for modern childcare programs. Unlike traditional software, brightwheel combines an intuitive mobile app with powerful administrative features, making it easy for staff and families to stay connected throughout the day.
Key advantages include automated billing with 90% on-time payment rates, real-time parent communication through photos and updates, and streamlined check-in processes that save time daily. The platform excels in parent engagement, with features like daily reports, milestone tracking, and instant messaging that enhance transparency and satisfaction.
Brightwheel prioritizes security and reliability, ensuring all data is protected with industry-leading encryption and the highest PCI Level 1 compliance levels for invoicing and processing payments. Its robust infrastructure guarantees minimal downtime, providing consistent and uninterrupted access for both staff and families.
Brightwheel serves programs of all sizes, from in-home providers to large centers with 200+ children, and offers dedicated support during onboarding to ensure smooth implementation.
We chose brightwheel when we were evaluating different tools, because it integrates billing, admissions, and a great visual experience for families." Brandyn B., Co-Founder of Magnolia Forest Preschool in Puget Sound, WA
Lilio (formerly HiMama)
Lillio, previously known as HiMama, emphasizes learning documentation and family communication. It provides features such as digital daily reports, attendance, billing, and developmental observations aligned with early learning frameworks.
The platform is designed to support educators in tracking child progress while keeping parents informed through detailed updates and shared reports.
Tadpoles
Tadpoles is a mobile-first childcare management tool that simplifies communication and daily record keeping. Teachers and staff can use it to log attendance, share photos, and send real-time updates to parents.
The platform also includes reporting features for directors and administrators, making it a straightforward option for centers seeking efficiency and stronger family connections.
Playground
Playground provides cloud-based childcare management with features for enrollment, billing, communication, and reporting. The platform emphasizes user-friendly design and offers mobile accessibility for both staff and families.
Designed to support programs of all sizes, Playground aims to centralize administrative tasks while also providing marketing and growth tools to help programs scale.
LineLeader by ChildcareCRM
LineLeader by ChildcareCRM is a childcare management platform that combines customer relationship management (CRM), family engagement, and administrative tools in one system. Its features include digital registration, automated follow-ups, billing, attendance tracking, and reporting.
The platform is designed to help childcare providers manage the full family lifecycle—from initial inquiry through enrollment and ongoing communication—while also supporting day-to-day operational needs.
Famly
Famly is a childcare management solution known for its user-friendly design and broad feature set. It offers tools for attendance, billing, communication, and planning, with an emphasis on supporting collaborative workflows between staff and families.
Originally established in Europe, Famly is increasingly used by centers worldwide.
ChildPilot
ChildPilot is an all-in-one childcare management platform with features for enrollment, billing, attendance, daily activity reporting, and staff management.
The system is designed to centralize administrative tasks and streamline communication between centers and families, making it a strong option for programs seeking robust reporting and operational tools.
Free Guide for Selecting Childcare Management Software
Download a free guide to simplify your decision-making process and help you choose the best childcare software for your program.
Comparison table of Procare alternatives
|
Software |
Standout features |
Best for |
|
brightwheel |
Attendance, billing, daily reports, parent messaging, payroll, learning |
Programs wanting ease of use and strong family communication |
|
Lillio (HiMama) |
Daily reports, observations, early learning frameworks |
Programs focused on documentation and child development |
|
Tadpoles |
Mobile-first, activity logging, parent updates |
Small to mid-size centers seeking simplicity |
|
Playground |
Billing, enrollment, communication, payroll, reporting |
Centers looking for an all-in-one administrative tool |
|
LineLeader (CRM) |
CRM, digital registration, automated follow-ups, billing |
Providers emphasizing growth and family lifecycle management |
|
Famly |
Attendance, billing, planning, family collaboration |
Centers seeking a broad feature set with a user-friendly interface |
|
ChildPilot |
Enrollment, billing, staff management, reporting |
Programs needing robust reporting and centralized operations |
To help you make an informed decision, comparing key options side by side can be incredibly valuable. For a detailed analysis, review this comparison page that highlights how brightwheel compares to Procare in features, usability, and benefits for childcare programs of all sizes.
The benefits of childcare management software
Implementing comprehensive childcare management software transforms how your program operates, benefiting staff, families, and your bottom line:
Streamlined operations and time savings
- Automated billing reduces manual invoice creation and payment processing
- Digital attendance tracking eliminates paper-based systems
- Centralized enrollment management keeps all family information organized
- Automated reminders reduce missed payments and important communications
Enhanced family communication and satisfaction
- Real-time updates keep families informed throughout their child's day
- Photo sharing and daily reports strengthen the home-school connection
- Instant messaging enables quick communication between staff and families
- Digital portfolios showcase children's learning and development progress
Improved financial management
- Automated tuition processing increases on-time payment rates
- Detailed financial reporting provides insights into program performance
- Reduced administrative costs through streamlined processes
- Better cash flow management through predictable payment systems
Staff efficiency and satisfaction
- Mobile-friendly platforms enable teachers to update families on the go
- Reduced paperwork allows more time for direct child interaction
- Simplified administrative tasks improve job satisfaction and retention
- Easy access to child information supports better care and education
Compliance and security benefits
- Digital record keeping ensures important information is preserved
- Automated reporting helps meet licensing and regulatory requirements
- Secure data storage protects sensitive family information
- Backup systems prevent data loss from hardware failures
Growth and scalability support
- Multi-location management capabilities support program expansion
- Waitlist management helps optimize enrollment
- Detailed analytics inform business decisions and improvements
- Professional image attracts families seeking quality care
Transform your childcare program today
The right childcare management software, like brightwheel, can revolutionize your program's operations while improving the experience for families and staff alike. While Procare has served the industry for decades, modern alternatives like brightwheel offer intuitive interfaces, mobile-first design, and comprehensive features that meet today's childcare programs' evolving needs.
When evaluating Procare alternatives, consider your program's size, technical comfort level, and specific requirements. Look for solutions that offer dedicated support during implementation, transparent pricing, and features that align with your priorities—whether that's family engagement, financial management, or operational efficiency.
