5 Tips for Running a More Efficient Childcare Facility

Running a childcare facility, from Montessori schools to full-day crèches, is as much about sound business management as it is about providing excellent care. Between ever-changing funding rules, payroll pressures, and day-to-day operations, it can be easy to feel overwhelmed.

Whether you’re running an established service or just getting started, here are five practical tips that can improve your financial health, reduce stress, and free up more time to focus on the children in your care.

1. Treat Your Childcare Facility Like a Business (Because It Is One)

It might sound obvious, but many owners and managers in the early learning sector underestimate the importance of treating their centre like a business. Ensure long term stability by putting in place structures to focus on financial stability, cash flow and measuring business performance.

Start by regularly reviewing your income and expenses. Track class-level profitability if you offer multiple programmes (Montessori, ECCE, afterschool care, etc.), and make decisions based on data, not just gut feeling.

Tip: Use cloud-based bookkeeping tools that let you monitor cashflow and performance in real time, even if you’re not a numbers person.

2. Stay On Top of Payroll (or It Will Catch Up With You)

With evolving minimum wage laws and sector-specific schemes like the Employment Regulation Order (ERO), payroll in Irish childcare is anything but simple. Weekly wages, split hours, and government contributions make it easy to get caught out.

Regular reviews and professional support can save time, avoid underpayments, and ensure compliance with Revenue and DCEDIY (Department of Children, Equality, Disability, Integration and Youth).

Tip: Outsourcing payroll doesn’t just take work off your plate, it reduces the risk of errors and ensures you’re always up to date.

3. Make the Most of Core Funding and Track It Properly

The Core Funding model has opened up new possibilities for sustainable childcare, but it also comes with new expectations. Services must be able to clearly demonstrate how the funding is being used, and keep solid financial records to support annual reporting.

This means tracking income, staff costs, and expenditure in a way that matches the DCEDIY’s requirements.

Tip: Work with an accountant who understands how to build reports specifically for Core Funding. It’s not just about ticking boxes, it’s about showing how your service is run effectively.

4. Plan for Seasonal Cashflow Fluctuations

Many childcare providers face cashflow dips during holiday periods, especially if you close for the summer or midterms. Planning ahead for these periods ensures that wages, rent, and other costs are covered even when revenue is lower.

Tip: Build a simple rolling 12-month budget and update it regularly. Knowing what’s coming allows you to adapt early — not at the last minute.

5. Don’t Try to Do Everything Yourself

One of the most common mistakes we see among small childcare operators is the belief that they need to do it all, from care to admin to compliance. In reality, spreading yourself too thin leads to burnout and missed opportunities.

Bringing in trusted help, even part-time, for accounting, payroll, or admin lets you focus on the parts of the job you love most: running your classrooms and supporting your team.

Tip: Find service providers who work with childcare clients regularly and understand your specific challenges.

You’re not just running a service, you’re running a business that shapes early childhood development in your community. That deserves the same level of professional support as any other sector.

Getting the right systems in place now will make everything else, compliance, staffing, growth, much easier down the line.