The top alternatives to Procare include brightwheel, Lilio, and Playground. These platforms provide cloud-based management solutions that streamline billing, family communication, and enrollment, often featuring more modern, user-friendly interfaces than Procare's traditional on-premise system.
Managing a childcare program involves countless moving parts—from tracking enrollment and communicating with families to processing payments and maintaining compliance records. While many providers use Procare for these administrative tasks, modern cloud-based solutions may better fit your needs.
Whether you're opening a new program, expanding to multiple locations, or simply looking for better functionality, exploring Procare alternatives helps you find software that fits your specific workflow and budget. The right system saves you hours monthly while improving family satisfaction and increasing on-time payment rates.
Table of contents
- What is Procare?
- Procare alternatives
- Comparison table of Procare alternatives
- Benefits of switching software
- Frequently asked questions
- How to switch from Procare to brightwheel
What is Procare?
Procare Solutions is a management platform that has served the childcare industry since 1984, offering tools for enrollment, billing, and attendance. It operates primarily as an on-premise software solution (desktop-based), though it has introduced some cloud-based options recently.
Who uses Procare?
Procare primarily serves established childcare programs with dedicated administrative staff to handle software implementation and maintenance.
Their typical users include large organizations needing centralized management and programs with complex billing requirements. However, smaller programs or those seeking mobile-first solutions often find the learning curve steep and the interface less intuitive than newer alternatives.
Procare alternatives
Finding the right childcare management software ensures you discover a solution that fits your program’s unique needs. Here are the top seven alternatives to consider in 2026.
Brightwheel
Best for: Programs wanting ease of use, robust billing, and strong family communication.
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: Achieves 90% on-time payment rates.
- Real-time communication: Engages families with instant photo, video, updates, and milestone sharing.
- Security: Prioritizes industry-leading encryption and PCI Level 1 compliance.
- Support: Provides dedicated onboarding for 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)
Best for: Programs focused heavily on documentation and child development.
Lilio emphasizes learning documentation and family communication. It provides digital daily reports, attendance tracking, billing, and developmental observations aligned with early learning frameworks. The platform supports educators in tracking child progress while keeping families informed through detailed updates.
Tadpoles
Best for: Small to mid-size programs seeking simplicity.
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. It includes basic reporting features for directors, making it a straightforward option for those prioritizing efficiency and family connections.
Playground
Best for: Programs looking for an all-in-one administrative tool with marketing features.
Playground provides cloud-based childcare management with enrollment, billing, communication, and reporting tools. It emphasizes user-friendly design and offers mobile accessibility. Playground aims to centralize administrative tasks while providing marketing tools to help programs scale.
LineLeader by ChildcareCRM
Best for: Providers emphasizing growth and family lifecycle management.
LineLeader by ChildcareCRM combines customer relationship management (CRM), family engagement, and administrative tools. It helps providers manage the full family lifecycle—from initial inquiry through enrollment—supporting both growth strategies and day-to-day operations.
Famly
Best for: Programs seeking a broad feature set with a collaborative focus.
Famly is known for its user-friendly design and tools for attendance, billing, planning, and communication. It emphasizes collaborative workflows between staff and families. Originally established in Europe, Famly serves programs worldwide.
ChildPilot
Best for: Programs needing robust reporting and centralized operations.
ChildPilot is an all-in-one platform featuring enrollment, billing, attendance, daily activity reporting, and staff management. It centralizes administrative tasks and streamlines communication, making it a strong option for programs requiring detailed operational oversight.
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, messaging, payroll, learning |
Ease of use and strong family communication |
|
Lillio (HiMama) |
Daily reports, observations, early learning frameworks |
Documentation and child development |
|
Tadpoles |
Mobile-first, activity logging, parent updates |
Simplicity for smaller programs |
|
Playground |
Billing, enrollment, communication, payroll, reporting |
All-in-one administrative tools |
|
LineLeader (CRM) |
CRM, digital registration, automated follow-ups, billing |
Growth and lifecycle management |
|
Famly |
Attendance, billing, planning, collaboration |
User-friendly interface and broad features |
|
ChildPilot |
Enrollment, billing, staff management, reporting |
Robust reporting and 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.
Benefits of switching software
Implementing comprehensive childcare management software transforms how your program operates. Here is how upgrading from legacy systems benefits your business:
- Streamlined operations: Automated billing reduces manual invoice creation, and digital attendance tracking eliminates paper based systems.
- Enhanced family satisfaction: Real-time photo sharing, daily reports, and instant messaging strengthen the home-school connection.
- Improved financials: Automated tuition processing increases on-time payment rates, while detailed reporting provides insights into program performance.
- Staff efficiency: Mobile-friendly platforms allow teachers to update families on the go, reducing paperwork and allowing more time for direct child interaction.
Frequently asked questions
Is there a free alternative to Procare?
Most comprehensive childcare management systems are paid solutions due to the security and server costs involved. However, many alternatives like brightwheel offer free demos or trials so you can evaluate the software before committing.
Can I transfer my data from Procare to a new system?
Yes, most modern software providers offer data migration services during the onboarding process. They assist in moving family profiles, immunization records, and staff data to ensure a smooth transition.
Which Procare alternative is best for billing?
Brightwheel is highly rated for billing, as it offers automated invoicing, mobile payments, and tax reports, helping programs achieve high on-time payment rates.
How to switch from Procare to brightwheel
Moving your data from Procare to brightwheel is a straightforward process designed specifically for busy childcare providers. You can complete the transition in just 1–2 hours spread across a few weeks, or tackle it all at once.
The setup follows three simple steps:
- Step 1: Set up the essentials. Log in and get oriented. Our team handles the heavy lifting by providing one-on-one data migration support to move your records safely.
- Step 2: Get hands-on training. Work with a dedicated expert to set up your billing plans, check-in features, and more.
- Step 3: Onboard families and staff. Introduce your community to the platform with ease.
Each step includes helpful video guides, written instructions, and real-world customer examples to ensure you aren't guessing. Throughout the process, you’ll have access to our team of onboarding trainers, giving you one-on-one support from a real human whenever you have questions.
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.
