Invoicing for tutors

Invoice Koi is an invoice app for tutors, with a block of ten lessons, a monthly invoice that repeats on its own, and something written down when a parent asks for it.

Make an invoice free

The iPhone app is coming to the App Store.

An illustration of a stack of past papers with ruled lines, a pencil case, a protractor, a highlighter and a stopwatch, with a koi swimming among them.

Tutoring is small amounts, the same amounts, from the same families, every month, and it is billed at the end of a long day when the last thing anybody wants is to count Tuesdays. Then one parent asks for something written down for their employer, and it turns out nothing has been written down at all.

01On the document

What tutors
put on an invoice.

Save these items with your own rates. Tap to add them to an invoice, with the unit, price and totals filled in.

Line	Unit
One-to-one lesson	hrs
Block of ten lessons	each
Group session	hrs
Exam preparation intensive	days
Late cancellation	each
Materials and past papers	job
Travel to the student	each

Set your own prices. The app's starter rates are placeholders. To bill one job today with nothing installed, the free tutor invoice template opens in your browser with these lines on it.

A job, grouped Subtotals per section

THIS MONTH

One-to-one lessons, 8 hrs£320

Subtotal£320

EXTRAS

Late cancellation£20

Materials and past papers£25

Subtotal£45

TRAVEL

Travel to the student, 8 visits£40

Subtotal£40

Total£405

Grouped line items work on all nine templates.

A photograph of a tutor at a dining table working through a paper with a teenage student, books and folders between them.

02Why tutors use it

Three things that
save the evening.

One invoice a month, per family

Set a monthly recurring invoice per student and the draft is waiting at the end of the month. Adjust the hours for the lessons that actually happened, then send it.

A rate per level, set once

GCSE, A level and a group session each sit in the price book at their own price with their own unit, so nobody is charged last year rate by accident.

Something the parent can hand on

The document carries your business details, its own number, the dates and the terms, which is what a parent claiming it back or an employer paying it needs to see.

03 · Questions

Asked by tutors.

Can I bill a parent monthly for the lessons that happened?

Yes. A monthly recurring invoice drafts with the line already on it, and you set the quantity to the lessons that took place before you send it.

How do I handle a block paid up front?

Invoice the block as one line and record the payment against it. As the lessons are used the document stays as the record of what was bought.

Can I charge for a lesson cancelled at short notice?

Keep it as its own price-book line and add it when your terms say it applies. It prints as its own item, which is easier to explain than a total that does not match.

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