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Tutor invoice template

A tutor invoice template addressed to whoever actually pays

Tutoring has a quirk almost no other trade has: the person receiving the service is usually not the person paying for it. The invoice needs to name both, and to make a month of half-hour sessions readable in one glance.

Create a tutoring invoiceRead the invoicing guide

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What to include

A tutoring invoice is checked against a family calendar. Dates and durations do the persuading.

  • The student's name, and the billing contact separately
  • Subject, session dates, and duration of each session
  • Lesson planning, materials, or exam resources where billed
  • Travel to the student's home, and any cancelled sessions charged

Hourly, monthly, or termly blocks

Weekly tutoring billed hourly means fifty invoices a year. Blocks and monthly billing are less work for you and easier for a family to budget.

  • Hourly: fine for ad-hoc or exam-season work
  • Monthly in arrears: list every session date in the month
  • Termly blocks in advance: state the number of sessions and the term dates
  • For exam crunch periods, invoice intensives separately from the regular slot

Cancellations, holidays, and who the invoice is addressed to

Two things reliably go wrong. The first is a session cancelled the night before, which cost you a slot you cannot resell — that needs a policy agreed at the start, not negotiated at the point of billing. The second is an invoice made out to a fourteen-year-old, which is not going to be paid by anyone. Name the payer, list the sessions, and apply the notice period the same way every time.

  • Address the invoice to the paying parent or guardian, with the student named as a reference
  • State the cancellation notice period and bill inside-notice cancellations as a named line
  • Set out how school holidays are handled before the first term, then reflect it on the invoice
  • If an agency or school pays, carry their reference or purchase order number
  • Invoice on a predictable date — families pay tutoring out of a monthly budget, not on receipt

FAQ

Common questions

Who should a tutoring invoice be addressed to?

The person paying — usually a parent, guardian, agency, or school — with the student's name shown as a reference. Invoicing the student directly is the most common reason a tutoring invoice sits unpaid.

Should tutors bill per session or monthly?

Monthly in arrears, or termly in advance for a booked block. Both beat per-session billing for a weekly slot, which generates dozens of tiny invoices and just as many chances for one to be missed.

Can I charge for a late cancellation?

If you set a notice period when the tutoring started and the family agreed it. Bill it as a clearly labelled line at the agreed rate. Introducing the policy at the moment of billing rarely survives the conversation.

Should I invoice in advance or in arrears?

In advance for termly blocks and intensives, in arrears for a rolling monthly slot. Advance billing protects you against a family that stops mid-term; monthly arrears is simpler when the session count moves week to week.