Childcare Template


The Childcare template combines some of the key metrics childcare businesses should focus on. These metrics are split across the Childcare - Financial Metrics and Childcare Metrics pages in Spotlight. To make the most of the template, you will need to:

  1. Source non-financial data
  2. Assign specific report codes to key accounts
  3. Evaluate the formulas and customise using the formula builder if necessary.

Non-financial data required

Most childcare metrics require financial and non-financial data. Therefore, you will need to collate and enter the following non-financial information into Spotlight:

  • Total customers
  • Sales Transactions - Actual and target
  • New customers
  • Sales - Referrals
  • Customer Satisfaction
  • Staff - Departures
  • Staff - Total

You can manually enter the data into the Non-Financial tab under Customise Data. Alternatively, enter the data into this Excel template and import it into Spotlight using the Excel import function on the Import tab.

Assign specific report codes to key accounts

Most report codes needed for the template are automatically assigned by Spotlight. However, for the metrics to calculate correctly you may need to assign some financial report codes manually. To do this, open Customise Data and locate the following accounts, then to assign the specified report code click the report code button:

  • Direct wages - EXP.COS.WAG (Expenses > Cost of goods sold > Direct wages)

Childcare - Financial Metrics Page

Average Revenue Per Child

Formula: Trading Revenue / Total Customers

Report codes used: REV.TRA, CUS.TOT

Labour Cost to Revenue

Formula: Direct Wages / Trading Revenue * 100

Report codes used: EXP.COS.WAG, REV.TRA

Cost of Sales % of Revenue

Formula: Cost of Goods Sold / Trading Revenue * 100

Report codes used: EXP.COS, REV.TRA

Top 3 Cost of Sales

Formula: Cost of Sales

Report codes used: EXP.COS

Top 10 OPEX

Formula: Expenses - Cost of goods sold - Wages and salaries - Income tax expense

Report codes used: EXP, EXP.COS, EXP.WAG, EXP.TAX

Childcare Metrics Page

Average Occupancy %

Formula: Sales - Transactions (Actual) / Sales Transactions (Target) * 100

Report codes used: SAL.TRA

Total Children

Formula: Total Customers

Report codes used: CUS.TOT

New Children

Formula: New Customers

Report codes used: CUS.NEW


Formula: Sales - Referrals

Report codes used: SAL.REF

Customer Satisfaction Rate

Formula: Customer Satisfaction

Report codes used: CUS.SAT

Staff Turnover

Formula: Staff - Departures (rolling 12 months) / Staff - Total (average, rolling 12 months) * 100

Report codes used: STA.DEP, STA.TOT

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