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Tutor invoice template

Parents paying for tutoring want to see which sessions they are paying for. This template lists the month's sessions by date, adds any extra prep or test review, and shows a late-cancellation fee on its own line so it reads as policy rather than a surprise.

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Tutor invoice · example

FromNina Alvarez Tutoring
ToMark and Julie Thompson (for Ethan Thompson)
CurrencyUSD
DescriptionQtyPriceAmount
SAT math tutoring, 1-hour sessions: 2, 9, 16, 23 and 30 September5$70.00$350.00
Practice test scoring and review, 20 September1.5$70.00$105.00
Late-cancellation fee: extra session booked for 26 September, cancelled with under 24 hours' notice (50%)1$35.00$35.00
Total$490.00

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How to use the tutor invoice

  1. Enter your name or tutoring business, and the parent or student paying.
  2. Name the student and subject, then list sessions by date.
  3. Add test review, materials or late-cancellation fees as separate lines.
  4. Save, and send it on the same day each month.

What a tutoring invoice should show

  • Your name or business name and contact details
  • Who is paying, and the student's name if different
  • Subject or exam, such as SAT math or AP Chemistry
  • Each session date and length
  • Rate per hour or per session
  • Package sessions used and remaining, if prepaid
  • Cancellation fees, with the date
  • Due date and how to pay

Billing schedules that work

ArrangementWhen to invoice
Weekly sessions, pay as you goMonthly in arrears, listing each date
Prepaid packageIn full before the first session
Exam prep courseDeposit at booking, balance at the halfway point
Online group classPer term, in advance

Questions

Should I bill per session or sell packages?

Packages, such as 10 sessions paid in advance at a small discount, smooth your income and cut cancellations. Bill pay-as-you-go families monthly in arrears, listing each date.

How do I handle late cancellations?

Set the rule before the first session, for example a 50% fee for cancellations with less than 24 hours' notice, and apply it every time. Show it on the invoice with the date of the missed session.

Do tutors charge sales tax?

Private tutoring is generally not subject to sales tax in the US. Books or materials you sell may be, depending on the state.

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