Fastest Way To File 2025 Away: Tax Credits & Strategies for Child Care Providers

For childcare providers, tax season means understanding how to handle audits, keeping accurate records, and ensuring compliance with IRS rules. Woof.

Let’s break it into manageable steps: by using the right tools, you can make tax season a breeze! At the top are tips for filing 2025 away as quickly and carefree as possible. Scroll down to the bottom for detailed instructions on deductions and audit readiness!

FAQs on Child Care Taxes

Q: What documents do I need to file?

• Schedule C (for sole proprietors)

• Form 8829 (for business use of home, if applicable)

• IRS Form 2441 for claiming dependent care credits

• Employment tax filings if you have payroll

Q: Can parents and providers claim the same expenses?

No, expenses cannot be double-claimed. Parents claim credits, while providers claim deductions.

Q: What is the deadline for filing payroll taxes?

W-2s and 1099s must be delivered by January 31, 2026. Payroll by Playground delivers the right documentation to your employees for you.

Self-employed providers must make quarterly estimated tax payments to avoid IRS penalties. The deadlines for 2026 are: April 15, June 15, September 15, and January 15.

Q: What are examples of home-based care deductions?

In-home child care providers can write off home expenses if that space is used for both personal and business purposes. The IRS allows a time-space percentage calculation, which amounts to

Time-space percentage = (square footage regularly used for care ÷ total home square footage) × (hours used for daycare and related work ÷ 8,760 hours per year), then apply this percentage to shared home expenses.​

This percentage can be applied to expenses such as:

• Rent or mortgage interest

• Utilities and supplies

• Repairs

• Property taxes

• Home insurance

Q: What are examples of child care center (commercial setting) deductions?

• Rent or mortgage interest for your facility

• Real estate taxes

• Utilities, supplies, and repairs

• Payroll and contractor costs

• Insurance

• Marketing and professional services

• Mileage for business-related travel

• Training and licensing fees

• CPR and first-aid certification

• Background checks

• Educational materials

Simple Long-Term Tax Strategies for Child Care Providers

Understanding how to file your papers once a year is one thing, making tax season easier over time is another. The following three strategies will help make your accounting feel like it’s on autopilot. Plus you don’t want to leave money on the table!

1. “It all adds up.”

   1. Log everything. No item is too small. From snacks to cleaning items, no item is too small to deduct from your business income.

Pro Tip: If you’re a Playground software user, check out the Playground Savings Club for exclusive industry discounts on everyday child care supplies.

2. Start early, maintain regularly, and don’t let things pile up!

   1. Get all receipts, invoices, and bank statements online as soon as possible.

   2. Maintain a central log of income, whether payments are received via checks, apps, or cash.

3. Don’t assume! Always double-check (anticipate those audits!)

   1. It’s hard to do everything alone. Use accounting software for the following:

      1. Categorize expenses, income, deductions

      2. Pull ready-to-file reports in one tap for either the business or parents.

Pro Tip: If you’re a Playground software user, check out these how-tos for pulling business and family tax statements!

2. Cross-check payroll summaries against issued W-2s and 1099s.

3. Double-check that your deductions meet IRS eligibility criteria.

4. Consult professional help when not 100% certain!

Give me the details! What are some pro tips most people don’t know about when it comes to…

Home-based care deductions?

• Use the special daycare time-space method on Form 8829 instead of the stricter “exclusive use” rule for most other home businesses; qualified daycare providers may deduct a share of mortgage interest, rent, utilities, taxes, insurance, and repairs based on this time-space percentage.

• In addition to shared space, any area used exclusively for daycare (for example, a storage room used only for program materials) can increase the deductible portion of home expenses under the business-use-of-home rules.​

• Depreciation may be taken on the home itself for the business-use portion; this is computed on Form 8829, and affects potential gain calculation if the home is later sold.​

• Time spent on off-hours tasks such as cleaning toys, planning curriculum, recordkeeping, advertising, and shopping for daycare supplies can all count toward the “time” component of the time-space percentage when done for the business.​

Dedicated commercial facility deductions?

• Rent or mortgage interest, real estate taxes, utilities, repairs, and maintenance for a dedicated child care facility are generally fully deductible as ordinary and necessary business expenses on Schedule C or the appropriate business return.​

• Furniture, playground equipment, curriculum materials, computers, appliances, and security systems can often be expensed under Section 179 in the year placed in service (up to the annual dollar limit, e.g., $1,250,000 for 2025), instead of depreciated over several years, which can significantly reduce current-year taxable income.​

• If a center is operated by an employer primarily to serve employees’ children, the business may be eligible for the Employer-Provided Childcare Facilities and Services Credit (Form 8882), equal to 25% of qualified facility costs and 10% of qualified resource and referral costs, up to $150,000 per year.​

  • This employer childcare credit is a general business credit; unused amounts can typically be carried back one year and forward up to 20 years via Form 3800.​

Record-keeping and preparing for audits?

• Child care providers are an IRS audit focus area, and the IRS publishes a Child Care Provider Audit Technique Guide that emphasizes substantiating time-space percentages, attendance records, and documentation of licensing and compliance.​

• Useful supporting records including: sign-in/out sheets, calendars of operating and prep hours, room-use diagrams or floor plans, photos of daycare areas, mileage logs for business trips, and detailed receipts for food, supplies, and equipment.​

• When claiming the employer childcare facility credit or business-use-of-home deduction, maintain documentation of licensing, local regulatory compliance, and how each cost was allocated between personal and business to withstand an IRS review.