Tutoring invoice template

What to list on a tutoring invoice

• Your name or business name and contact details, and the name of the parent, student or client being billed.
• The student’s name if the person paying is someone else.
• The month or period covered and the invoice number.
• Sessions as quantity times your rate, with the dates listed.
• Extras such as practice test review, materials or prep time as separate lines.
• Late cancellation charges, if your policy has them, as their own line.

Keep descriptions simple, such as “Math tutoring, 60-minute session”. Listing the session dates under the line takes a few seconds and prevents the common question of how many sessions were billed. If a family is on a package, show how many sessions remain after this invoice.

Packages, monthly billing and cancellations

Some tutors bill after each month of sessions. Others sell a package, such as ten sessions paid up front. If you use packages, say how long they last and what happens to unused sessions, and show the package on the invoice with a clear name.

Cancellations cause more friction than any other part of tutoring. Set a policy in advance, such as 24 hours’ notice, and send it with your first invoice. If you charge for a late cancellation, list it as “Late cancellation, March 12” rather than adding it to the session line. A clear policy keeps these conversations short and friendly.

Payment terms for tutoring

Monthly billing with payment due in 7 days is common. Packages are due before the first session. Coaches working with businesses may use Net 14 or Net 30. Put the due date on the invoice. For friendly wording when a payment is late, see how to follow up on unpaid invoices.