Teaching Invoice Template

Free invoice templates for teachers built for lesson hours, materials, and cancellation fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: teaching invoice, teaching bill, or teacher invoice.

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Download Free Teaching 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.

Editable Teaching Invoice Template

Best for:

Edit rates, packs, travel, add labs.

Custom Teaching Invoice Template

Best for:

Logo, PO and program fields.

Printable Teaching Invoice Template

Best for:

Totals, approvals, signatures, dates.

Free Teaching Invoice Template

Best for:

Class, hours, materials, room notes.

How to Invoice as a Teacher

Keep it simple and consistent so parents and coordinators know exactly what they’re paying for.

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In 5 Steps:

Note the service period and list each session with its date and duration.
Add instruction time plus any approved assessment, check-ins, or grading time.
Add materials, room rental, travel, and platform fees with quantities.
For new packages or workshops, add a deposit; if a deposit exists, apply it and show the balance.
Set payment terms, attach any timesheet or progress note, send the invoice, and schedule reminders.

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What to Include in a Teacher Invoice

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

Your name or business name and contact info
Client or parent name and billing address, plus student name
Invoice number
Issue date and service period
Itemized service descriptions with rate and quantity
Materials and expenses section
Subtotal and any tax on taxable goods only (check local rules)
Payment terms, due date, and late fee policy
Accepted payment methods and remittance details
Compliance IDs: educator license or certification, background check ID, and tax ID (if applicable)

Billing Scenarios for Teachers

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

Tutoring package (10 sessions); Deposit (non-refundable)

Starting a 10-session tutoring package with a deposit

This separates the package fee from the deposit and sets commitment expectations.

In-home session; Travel/mileage

One-off in-home session with travel time

Instruction and travel are different costs and should not blend.

Late cancellation fee

Cancellation inside 24 hours

The fee covers reserved time you could not rebook.

Curriculum design; Materials development

Designing a custom workshop or course

Add a fair late fee per your policy and schedule polite reminders at set intervals.

Online platform fee; Practice test license

Billing pass-through for online tools or practice tests

Pass-through items keep non-labor costs transparent.

Group class (x students); Room rental

Per-student charges and the space fee are distinct and easier to approve when split.

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What teachers usually bill for

List lesson hours, materials, cancellations, and travel with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

One-on-One Tutoring Session

Time

Individual student support

Hours × hourly rate; set goals and deliver a brief recap to track progress.

Small-Group Instruction

Time

2–8 learners in one block

Hours × hourly rate × headcount factor; outline outcomes and confirm roster.

Lesson Planning Block

Time

New unit or topic prep

Hours × hourly rate; attach outline and reference standards or objectives.

Assessment Design

Time

Create quizzes, tests, rubrics

Hours × hourly rate; include version control and answer keys for reuse.

Grading & Feedback Block

Time

Mark work and give notes

Hours × hourly rate; return a summary with strengths and next steps.

LMS Course Setup

Time

Build modules in your platform

Hours × hourly rate; define scope: pages, assignments, quizzes, and settings.

Travel Time

Time

On-site teaching or meetings

Hours × hourly rate; log door-to-door time and confirm round-trip in notes.

After-Hours Surcharge

Item

Evenings, weekends, holidays

Qty × after-hours rate; applies outside agreed hours. Call out window in terms.

Printed Workbook

Item

Taxable

Student keeps a bound packet

Qty × unit cost × (1 + markup%); include title, level, and edition.

Student Materials Kit

Item

Taxable

Take-home supplies for course

Qty × unit cost × (1 + markup%); list contents for clarity and replacements.

Save and reuse your teaching rates and fees

Create a free account and save lesson rates, material fees, and cancellation rules once, so nothing gets retyped.

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Common Teacher Invoicing Mistakes

Invoices fall apart when details are fuzzy or missing. Use these fixes to prevent disputes and speed up payment.

Mistake

How to fix it

Missing invoice number and dates breaks tracking and slows approvals.

Assign a unique invoice number and include the issue date plus the service period every time.

Vague service descriptions create confusion about what was delivered.

Use plain names tied to dates and durations, and add a short outcome or topic when helpful.

State net terms and a clear due date, and list accepted payment methods upfront.

Add a fair late fee per your policy and schedule polite reminders at set intervals.

Hiding discounts inside line totals makes the math look off.

Show discounts on their own lines and display the calculation down to the final balance.

Omitting compliance or tax IDs triggers manual reviews with larger clients.

Include your tax ID and any required educator credentials on every invoice; if unsure, check local rules.

Teaching Invoice FAQs

Build parent-ready bills with the Teaching Invoice Template: sessions, prep, travel, materials, cancellations, and terms that get you paid faster, clear answers.

How do I bill for lesson prep time?

Track prep as its own service. List the hours and rate. Example: “Lesson Prep – 1.0 hr @ $40 = $40.”

What’s the best way to charge for travel to a student’s home?

Use a flat trip fee or per-mile rate. Show distance or zone. Example: “Travel – 12 miles @ $0.70 = $8.40.”

Can I price group classes per student with a minimum?

Yes. Set a per-head price and a minimum class size. Example: “Group Class, 6-student minimum – 8 students @ $25 = $200.”

How should I handle late cancellations or no-shows?

Add a clear cancellation window and fee. Charge a percentage or flat rate. Example: “Late Cancel (<24 hrs) – 50% of session = $30.”

Can I bill upfront for a package of sessions and track usage?

Bill the package, then deduct sessions on each receipt. Note remaining credits. Example: “10-Session Pack – $500; Remaining: 7 sessions.”

Should materials like workbooks or software be taxed?

Often yes when you transfer goods; teaching time is often not. Rules vary—check local rules. Example: “Workbook – $18 + sales tax.”

How do I bill corporate training days with prep and follow-up reports?

Break it into day rate, prep, and deliverables. Trainers often add report time. Example: “On-site Training Day – $900; Report – 1.5 hrs @ $80 = $120.”

What goes on an invoice for curriculum development or course design?

Use milestones: outline, drafts, final files. Educators list revision caps. Example: “Module Draft 1 Delivery – 40% of project = $1,200.”