Free invoice templates for education programs built for tuition fees, registration fees, and materials. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.
How to label charges so every invoice makes sense the moment your clients see it.
List tuition, registration, materials, and sessions with professional invoice line items.
These are real pain points. Use the quick fixes to prevent disputes and speed up payment.
Bill for tuition, cohorts, materials, travel, exams, and POs. Show scholarships, attendance, and add-ons. Faster payment terms, fewer disputes, clear answers.
Use per-student pricing when enrollment is steady. Use a cohort minimum when you must cover instructor time. Example: “Cohort minimum, 12 seats @ $250 = $3,000” plus “Additional seats, 5 @ $250 = $1,250.”
Reference the PO number, funding source, and student or cohort IDs. Add service dates and site location. Example: “PO #48291, STEM Bootcamp, 25 seats @ $300 = $7,500.” Use the Education Programs (Orgs) Invoice Template to keep all fields consistent.
Charge only for remaining sessions. Show the math. Example: “Fall Coding, 6 of 10 sessions @ $40 = $240.”
List full tuition, then subtract the award as a separate line. Note the fund name. Example: “Tuition $600” and “Scholarship, Community STEM Fund, -$200.”
Break them out so funders see the split. Tie each to the course. Example: “Lab kit, 20 @ $18 = $360” and “Workbook, 20 @ $12 = $240.”
Add mileage or a flat travel fee, plus per diem if needed. Confirm rates upfront. Example: “Instructor travel, 110 miles @ $0.67 = $73.70” and “Per diem, 1 day @ $60 = $60.”
Yes, if sign-ins are reliable. Show days attended and rate per day. Example: “After-school care, 14 days @ $18 = $252.”
Many states exempt tuition, but supplies may be taxable. Rules vary—check local rules. Example: “Workbook $20, Sales tax 7% = $1.40.”
