Tutoring invoice
Invoice template for private tutors: individual lessons, custom learning materials and learning assessment. Fill it in online or download Excel or Word.
Templates by industry
- Individual lessons
- Custom learning materials
- Learning assessment
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Individual lessons" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Learning assessment". 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.
Private tutors invoice parents, or adult students, with this template, usually once a month for the lessons given. Lessons are billed by count or by hours, custom worksheets and practice papers as a set, and an assessment, such as a progress test with written feedback, as a separate piece of work. Put the student’s name and the subject on the invoice, so a family with two children in lessons can see whom each line is for.
Fields to prepare
- Deliverables and line items
- Individual lessons, Custom learning materials, Learning assessment: record the quantities actually supplied and the service period.
- Individual lessons
- Enter the number of lessons or hours in the month and list the dates, so the parent can check them against the calendar.
- Custom learning materials
- Describe what you prepared, such as a set of exam practice papers, and bill it once rather than per lesson.
- Learning assessment
- Give the date of the test and the form of the feedback, a written report or a meeting with the parent.
- 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
- Record the subject and period, lesson counts and hours, and delivery dates for custom materials and assessments.
Before sending
- Does “Individual lessons” show the quantity actually supplied, not the quantity first quoted?
- Is “Custom learning materials” charged at the rate the customer agreed to, with any change approved?
- Is “Learning assessment” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Individual lessons | 20 × $300.00 | $6,000.00 |
| Custom learning materials | 8 × $2,400.00 | $19,200.00 |
| Learning assessment | 1 × $180.00 | $180.00 |
| Subtotal | $25,380.00 | |
| Sales tax (8%) | $2,030.40 | |
| Total | $27,410.40 | |
Net amount $25,380.00, sales tax $2,030.40, total payable $27,410.40.
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
How do I bill a lesson cancelled at short notice?
Follow the cancellation rule you agreed, for example the full fee for less than a day’s notice, and show the lesson as a separate line marked as a late cancellation. Parents accept the charge more easily when they see the date and the rule.
Can I invoice a block of lessons in advance?
Yes. Bill the block as one line with the number of lessons and the period, and keep track of the lessons used. Say on the invoice how unused lessons are handled, carried over or refunded, as you agreed with the family.
Should travel to the student’s home be shown?
If you charge it, add it as a line per visit or per month at a fixed amount, so the lesson rate stays the same whether you teach at the student’s home or online.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $2,030.40 on a net amount of $25,380.00, for a total of $27,410.40. The editor recalculates all three when you change a quantity, a price or the country.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Tutoring invoice: How to write an invoice: a step-by-step example and Credit note vs invoice (and credit memo): how to issue one. The VAT and GST calculator works out the tax line for you.