Language School Invoice Template

Free invoice templates for language schools built for tuition, registration fees, and course materials. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: language school invoice, language school bill, or ESL invoice.

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Download Free Language School Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Language School Invoice Template

Best for:

Logo, student and campus fields.

Editable Language School Invoice Template

Best for:

Edit rates, packs, exams, discounts.

Printable Language School Invoice Template

Best for:

Totals, term dates, signatures, IDs.

Free Language School Invoice Template

Best for:

Course, level, hours, books, notes.

How to Invoice as a Language School

Keep it simple, track time and materials, and make the balance crystal clear.

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In 5 Steps:

Confirm the scope, schedule, and rate with the student or client and open the job.
Collect a deposit to reserve the seat or dates and record it in your system.
Deliver lessons and track attendance and hours against the plan.
Build the invoice with itemized lines, apply the deposit, and show the balance due.
Add taxes, terms, and due date, then send the invoice and follow up.

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What to Include in a Language School Invoice

These are the must-have fields for clear, compliant invoices.

Language school name, address, email, and phone
Invoice number and issue date
Student or client name and contact
Course or program name and level
Service period or lesson dates
Line item table with description, units, quantity, rate, and amount
Taxes summary and tax ID (check local rules)
Deposit received and remaining balance
Payment terms, due date, and accepted methods
Business license or accreditation ID

Billing Scenarios for Language Schools

How to label charges so every invoice makes sense the moment your clients see it.

Enrollment Deposit; Remaining Tuition

New enrollment for a multi-week course with a seat held

Shows the upfront hold and the balance due when class starts.

Private Lesson (per hour); Travel Time

Private tutoring at the client’s location

Separates teaching time from getting there.

Course Tuition; Course Materials

Group course that includes required textbooks

Keeps instruction and materials clear for tax and approvals.

Exam Prep Tuition; Exam Registration Fee

Exam prep course plus exam registration handled by you

Show unit price per hour or per session and multiply by quantity. Add the service period next to the line.

Onsite Training (per session); Administrative Setup

Corporate onsite training with setup and reporting

Makes the one-time setup visible alongside delivery.

Late Cancellation Fee; No-show Fee

Enforces agreed terms and recovers lost teaching time.

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Tuition and fees for language schools

List tuition, registration, course materials, and discounts with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Private Tutoring Hour

Time

One-on-one lesson scheduled

Qty × hourly rate. Note goals covered and attendance to keep records clean.

Group Course Module

Item

Student enrolls in a term course

Qty × fixed price. Define module length, level, and start/end dates on the invoice.

Corporate On-Site Training

Time

Classes delivered at client offices

Hours × hourly rate. Include agenda and send post-class attendance report.

Placement Test

Item

Assessing incoming student level

Per test × rate. Document written and oral components and attach the level outcome.

Textbook & Workbook

Item

Taxable

Student buys required print materials

Cost × (1 + markup%). List title, ISBN, and edition so replacements match.

Printed Course Pack

Item

Taxable

Providing printed handouts for a course

Cost × (1 + markup%). Note page count and version to control reprints.

Exam Prep Workshop

Time

Short course focused on an exam

Hours × hourly rate. Specify target exam and skills covered for clarity.

Travel to Client Site

Item

Off-campus service requiring travel

Qty × per-trip rate. State service radius and any cap to avoid disputes.

After-Hours/Weekend Surcharge

Item

Teaching outside standard hours

Item × surcharge. Define after-hours window and how it applies to holidays.

No-Show/Late Cancellation

Item

Missed session inside policy window

Item × policy fee. Reference your cancellation terms and time cutoff.

Save and reuse your tuition rates and school fees

Create a free account and save tuition, registration, and material fees once, so nothing gets retyped.

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Common Language School Invoicing Mistakes

Real billing pain comes from fuzzy details and missing IDs, not your teaching. Use these fixes to prevent disputes and speed payment.

Mistake

How to fix it

No clear service period or total lesson count, which triggers disputes over delivery.

List start and end dates and the number of lessons or hours. Tie your tracking sheet to those numbers.

Tuition and materials bundled together, hiding tax and slowing approvals.

Separate instruction from materials on distinct lines and total each. Note the correct tax for each line and check local rules.

Include student ID, course code, or company purchase order if provided. Add a contact name for accounts payable.

Show unit price per hour or per session and multiply by quantity. Add the service period next to the line.

Taxes applied incorrectly to instruction or materials, risking noncompliance.

Confirm what is taxable in your area and mark each line accordingly. Add your tax ID and check local rules.

Mixed currencies or missing exchange details, which confuses totals.

Invoice in one currency and state the FX rate and date if conversion is needed. Keep supporting calculations on file.

Language Schools Invoice FAQs

Price tuition, private lessons, materials, testing, travel, cancellations, discounts, taxes, and terms for language academies and ESL programs, line items that speed payment, clear answers.

How do we bill students who join mid-term?

Prorate the remaining weeks. Show the math. Example: “Intensive English, 6 of 10 weeks @ $180/week: $1,080.”

Should we take a deposit to hold a seat?

Yes. Make it nonrefundable or creditable. Example: “Seat deposit: $150, applied to Week 1 tuition.”

Can we add materials and platform fees separately?

Do it. List textbooks and licenses as distinct lines. Example: “Spanish A2 Textbook: $45” and “Online platform license: $12/month.”

How do corporate on-site classes handle travel time and mileage?

Bill portal-to-portal or a set trip fee. Add mileage if applicable. Example: “Trainer travel time, 1.5 hr @ $40/hr: $60” and “Mileage, 28 mi @ $0.67/mi: $18.76.”

What’s a fair policy for late cancellations or no-shows for private lessons?

Spell it out. Charge a percentage after a cutoff. Example: “No-show fee, 60-minute lesson: $45 (75% of $60 rate).”

How do we price weekend or after-hours classes?

Add a premium. Keep it transparent. Example: “Saturday surcharge, 15% of $400 package: $60.”

How should discounts for siblings or groups appear on the invoice?

Show the full tuition, then the discount as a negative line. Example: “Tuition: $500” and “Sibling discount, 10%: −$50.”

What taxes apply to tuition, books, and testing?

Training is often tax-exempt, while books or digital products may be taxable. Rules vary—check local rules. Example: “Textbook sales tax, 7.5% of $45: $3.38.”