Language teacher invoice template
Language teacher invoice template: group course, private lessons, placement test, books and exam preparation, with level and lesson dates for the payer.
Templates by industry
- Group course, 10 lessons of 90 minutes
- Private lessons, per 60 minutes
- Placement test and level report
- Course book and materials
- Exam preparation session
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Group course, 10 lessons of 90 minutes" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Exam preparation session". Confirm delivered sessions and attendance and hand over agreed materials and feedback.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Language teachers bill a mix of course fees and single lessons, often to an employer who pays for a member of staff. The payer wants to see the course and level, how many lessons took place and what was bought on the learner’s behalf, such as a course book. This template separates the group course, private lessons, the placement test, materials and exam preparation, and leaves the notes for attendance and the level reached.
Fields to prepare
- Deliverables and line items
- Group course, 10 lessons of 90 minutes, Private lessons, per 60 minutes, Placement test and level report, Course book and materials, Exam preparation session: record the quantities actually supplied and the service period.
- Group course, 10 lessons of 90 minutes
- Give the course name, level and dates; if lessons were missed, say whether the fee is per course or per lesson attended.
- Private lessons, per 60 minutes
- List the dates of private lessons and the topics covered, which shows an employer what it paid for.
- Placement test and level report
- Name the test used and the level result, and attach the report or say when it was sent.
- Course book and materials
- Bill books at the price paid, or name the edition if the learner buys it themselves.
- Exam preparation session
- Say which exam the sessions prepared for and its date; an exam fee you paid goes on a separate line.
- Participants and sessions
- Record the audience, participant count, duration of each session and training period.
- Materials and assessment
- Specify materials, practice and assessment scope, feedback format and delivery deadlines.
- Scope to agree
- Name the course level and the lesson dates, separate group courses from private lessons, and list books and exam fees passed on at cost.
Before sending
- Does “Group course, 10 lessons of 90 minutes” show the quantity actually supplied, not the quantity first quoted?
- Is “Private lessons, per 60 minutes” charged at the rate the customer agreed to, with any change approved?
- Is “Placement test and level report” finished and accepted, or does it belong on a later invoice?
Show 5 more
- Does “Course book and materials” show the quantity actually supplied, not the quantity first quoted?
- Is “Exam preparation session” charged at the rate the customer agreed to, with any change approved?
- Agree how absences, rescheduling and make-up sessions are handled.
- Check whether learning materials, equipment, venue and recordings are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 5 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Group course, 10 lessons of 90 minutes | 1 × $380.00 | $380.00 |
| Private lessons, per 60 minutes | 6 × $40.00 | $240.00 |
| Placement test and level report | 1 × $35.00 | $35.00 |
| Course book and materials | 1 × $28.00 | $28.00 |
| Exam preparation session | 2 × $45.00 | $90.00 |
| Subtotal | $773.00 | |
| Sales tax (8%) | $61.84 | |
| Total | $834.84 | |
Net amount $773.00, sales tax $61.84, total payable $834.84.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
An employer pays for the course; who goes on the invoice?
Address it to the employer with its billing details and name the learner in each line or in the notes. If the employer uses its own order reference numbers, add the one for this course so the invoice is not held up in its accounts department.
How do I bill lessons the learner cancelled late?
Follow the cancellation terms agreed at enrolment and show the cancelled lesson on its own line with its date. Without such terms, leave it off or offer a make-up lesson instead.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $61.84 on a net amount of $773.00, for a total of $834.84. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Language teacher invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.