CHILDMINDERS · PAYMENT LINKS
How to Send Payment Links as a Childminder
A practical UK guide showing childminders how to send payment links professionally, including message examples, timing tips and how to use reminders without awkward conversations.
Many childminders like the idea of payment links, but still feel unsure about how to send them without sounding too formal or too pushy. You might worry about wording, when to send the link, what to do if a parent forgets, or whether it will feel impersonal.
In reality, payment links are one of the simplest ways to keep childcare payments smooth. Parents are already used to paying online for groceries, subscriptions and school clubs. When you send a clear message with a secure link, most parents pay quickly and appreciate the convenience.
This guide walks through how to send payment links as a UK childminder in a way that feels professional and calm. You will learn when to send links, what to write in your messages, how to handle late payments and how to build a simple routine that works each week without extra stress.
Part of the Childminders Payment Links Guide Series
If you want the full picture of how payment links fit into deposits, pricing and reminders, start with the pillar guide: Payment Links for Childminders: Complete UK Guide .
What Sending a Payment Link Actually Means for a Childminder
A payment link is a secure web address that takes a parent straight to a simple checkout page. They tap the link, see the amount, and pay by card or wallet. For childminders, payment links replace repeated bank detail messages and reduce the admin of chasing payments across different apps.
The main strength of payment links is flexibility. You can send one to collect fees in advance, request a deposit or holding fee for a new start, or send a balance link if you split payments. You can use a routine pattern for most families and adjust it slightly for the rare exceptions.
Benefits for you
- Less time spent chasing late childcare fees.
- Clear record of what was requested and what was paid.
- More predictable cashflow when fees are paid in advance.
- Simple way to collect deposits or holding fees for new starts.
Benefits for parents
- No need to search for bank details or references.
- They can pay in seconds from their phone.
- Clear confirmation that fees are up to date.
- Reminders help busy parents stay organised.
If you want the broader overview of payment methods childminders use, including bank transfer and childcare accounts, read How Childminders Get Paid in the UK next.
Real Examples of Sending Payment Links as a Childminder
Here are realistic situations UK childminders face and how payment links fit into each one.
Monthly fees paid in advance
A family pays monthly. In the past, they bank transferred whenever they remembered. Some months it lands late and you are stuck chasing while trying to run your setting.
A payment link sent on a consistent day each month turns this into a routine. The parent taps to pay, and if they forget, a reminder can follow without you having to message personally.
Holding fee or deposit for a new start date
A parent wants a place starting in a few weeks. You hold the place, plan ratios, and turn away other enquiries. If the family changes their mind, you can lose real income.
A payment link makes it simple to collect a holding fee or deposit to secure the place. If you want wording and structure, see How Childminders Can Request a Deposit .
Extra sessions or ad hoc days
A parent asks for an extra afternoon, a school holiday day, or an earlier drop off. This is easy to agree, but it can become messy to track and charge later.
Sending a payment link at the point you confirm the extra session keeps everything clear. It avoids “add it to next month” drift and helps you stay consistent with your fees.
Payment links work best when you use the same approach every time. Parents quickly learn the routine and the admin drops away.
A Simple System for Sending Childminder Payment Links
You do not need a complicated setup. A consistent five step routine is enough for most childminders.
Decide your standard payment timing
Choose your default rule, such as fees paid weekly in advance or monthly in advance. If you take a holding fee for new starts, decide when it is due and how it is explained. Clear timing makes everything else easier.
Write one message template per situation
Create short templates for: monthly fees, weekly fees, holding fee or deposit, and extra sessions. This keeps your tone consistent and stops you rewriting messages while you are busy.
Send the link at the moment you confirm
Send the payment link when you confirm the amount and the dates. That is when the parent is already focused on the childcare plan. Avoid waiting until later, because later becomes chasing.
State the due date in one clear sentence
Your message should mention when payment is due. Keep it factual, not emotional. The goal is clarity, not pressure.
Use reminders instead of repeated personal chasing
If a parent forgets, reminders should handle it in a calm way. This is where automation helps most because it removes the emotional labour.
For reminder timings and examples, see Automatic Payment Reminders for Childminders .
Once you have this routine, payment links stop being a “new thing” and become part of how your childcare runs.
The Easiest Ways to Send a Payment Link
You only need a short message and the link. Below are three reliable ways to send one, with templates you can adapt quickly.
Text message
Text is quick and simple for most parents, especially for weekly fees or extra sessions.
Example: weekly fees in advance
WhatsApp is ideal when you already use it for quick updates. It stays friendly but still clear.
Example: holding fee or deposit for a new start
Email is useful for monthly invoices, funded arrangements, and anything where the parent prefers a written record.
Example: monthly fees in advance
Here is your payment link for childcare fees for [Month] covering [Dates/Weeks]. The total amount is [Amount]. Please complete payment by [Due Date].
[Payment Link]
Thank you,
[Your Name]
If you want pre written reminders to match this style, the payment reminder templates for childminders guide gives ready to use messages.
When Should Childminders Send Payment Links?
The best timing depends on how you run your childcare. These patterns are common because they stay simple and reduce chasing.
If you are currently dealing with late payments often, it is worth pairing your sending routine with the structured approach in How Childminders Can Chase Late Payments .
The Big Wins of Using Payment Links Properly
When payment links become part of your normal routine, your childcare business feels calmer and more predictable.
- More predictable income
Fees arrive closer to when they are due, especially when you run paid in advance.
- Less admin and fewer awkward messages
You stop repeating bank details and stop wondering whether to chase.
- Clearer boundaries with parents
Due dates and reminders turn payment into a routine business process, not a personal conversation.
- Smoother new starts
Deposits or holding fees are easier to request and track, which protects your diary.
- A more professional experience
Parents see a clear process that feels organised and reliable.
Frequently Asked Questions
Should childminders send payment links weekly or monthly?
Either can work. Weekly links suit families who prefer smaller, regular payments. Monthly links suit stable schedules and reduce message frequency. The best approach is the one you can apply consistently.
What should I write when I send a payment link to a parent?
Keep it short and factual. Mention what the payment is for, the amount, and the due date. Then include the link. Parents respond best when the message feels like a normal routine.
What if a parent says they prefer bank transfer?
You can keep bank transfer as a backup, but it often creates late payment drift. Many childminders explain that payment links are their preferred method because they are quicker and easier to track.
How do I handle parents who forget to pay?
Use a reminder pattern. Start with a gentle reminder on the due date, then a follow up after 24 hours if needed. The guide on automatic payment reminders shows a simple structure.
Can I use payment links for deposits or holding fees?
Yes. Payment links work well for deposits or holding fees because the parent can pay quickly and you have a clear record. Pair this with the deposit request guide for wording and timing.
Related Guides
Continue learning with these related guides:
Payment Links for Childminders — Complete UK Guide
The complete UK guide to payment links for childminders. Learn how to take deposits securely, reduce cancellations, and get paid on time.
Read guideHow Childminders Get Paid — UK Methods Explained
A breakdown of the common ways UK childminders accept payments from parents and carers.
Read guideAutomatic Payment Reminders for Childminders
Learn how to automate payment chasing as a UK childminder.
Read guideStart Sending Payment Links the Simple Way
Payment links save time and remove awkward chasing. With Simply Link you can create a payment link in seconds, share it by text, WhatsApp or email, and let automatic reminders handle follow ups when payments are due. Set a calm routine once, then let it run.
Start Free TodayNo card required · Cancel anytime