Tutoring Invoice Template

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

Also called: tutoring invoice, tutoring bill, or private tutoring invoice.

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Download Free Tutoring Invoice Templates

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

Custom Tutoring Invoice Template

Best for:

Logo, student ID and program fields.

Free Tutoring Invoice Template

Best for:

Subject, session, hours, rate, notes.

Editable Tutoring Invoice Template

Best for:

Edit packages, add travel, materials.

Printable Tutoring Invoice Template

Best for:

Totals, parent signature, dates.

How to Invoice as a Tutor

A simple flow that turns session notes into a clear, payable invoice.

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In 5 Steps:

Log each session with date, start and end times, and brief notes.
Calculate charges for hours, add-ons, travel, and materials, then review totals.
For new packages or long engagements, request a deposit before the first session.
After delivery, apply any deposit or prepayment and add credits or discounts.
Send the invoice with due date, payment options, and a short summary clients can scan.

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What to Include in a Tutor Invoice

Use these fields to keep invoices clear and compliant.

Business name and contact info
Client name and contact (parent or guardian if minor)
Invoice number
Invoice date and due date
Tutor name and credentials
Tax ID or business registration #
Purchase order or student ID (if provided)
Session dates and times log
Rates and hours or units
Deposits or package credits applied
Taxes and total due (check local rules)
Payment methods and instructions

Billing Scenarios for Tutors

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

Tutoring (in person) 1.5 hrs; Travel fee

In-person session with travel

Separating travel makes the commute cost clear.

Online tutoring 90 min; Tech or platform fee

Online session

Covers the session time and the tools you pay for.

8-session package; Deposit applied

Prepaid package with deposit applied

Shows the package price and how the deposit reduces the balance.

Late cancellation fee; Reserved time

Late cancellation or no-show

Attach or reference a session log and keep it aligned with the invoice period.

Group tutoring 2 students; Additional student fee

Group session for two students

Makes the split pricing clear.

Initial assessment; Study plan

Shows upfront evaluation work separate from ongoing sessions.

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What tutors 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

Standard private session

Hours × hourly rate. Track actual teaching time; include subject and grade for clarity.

Initial diagnostic assessment

Item

First meeting, baseline check

Qty × item rate. Attach notes or rubric to set measurable goals and scope.

Lesson planning & prep

Time

Custom plans or worksheets

Hours × hourly rate. Log prep separately so teaching time stays clean on invoices.

Group session (per student)

Time

Small group instruction

Hours × hourly rate × student count. Cap group size and list names for records.

Travel time

Time

Drive to student’s location

Hours × hourly rate. Start/stop from agreed origin; note distance or zones.

Online session platform fee

Item

Third-party tool used

Pass-through as billed. Add receipt ID; only charge when used for the session.

Practice test & score report

Item

Full-length mock exam

Qty × item rate. Include test name and deliver a brief score summary.

Printed study packet

Item

Taxable

Student keeps printed materials

Qty × cost × (1 + markup%). Note title/pages; charge only for take-home goods.

Progress report & parent consult

Item

Monthly update meeting

Qty × item rate. Summarize progress and next steps; add duration in notes.

Late cancellation/no-show

Item

Missed session inside window

Qty × item rate. Reference your policy and timestamp the notice received.

Save and reuse your tutoring 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 Tutor Invoicing Mistakes

Invoices go sideways when details are vague or terms are missing. Use these fixes to get paid on time and avoid disputes.

Mistake

How to fix it

Vague session descriptions confuse clients and trigger pushback on rates.

Write the subject, level, goal, and time range in plain words. Keep it short and consistent across invoices.

Billing a minor without parent or guardian details leads to missed emails and unpaid bills.

Collect the adult contact and add it to the client record and invoice header.

State the unit every time, like per hour or per session, and include the session length.

Attach or reference a session log and keep it aligned with the invoice period.

Leaving out due dates and late rules slows payment.

Set a due date, grace period, and late fee in the terms, and check local rules.

Sending invoices to schools without a purchase order stalls approval.

Ask for the PO number up front and show it on the invoice and email subject.

Tutoring Invoice FAQs

Billing help for tutors and test-prep coaches: sessions, packages, travel, cancellations, materials, school POs, online platforms, late fees, and net terms, line items, markup, and policies, clear answers.

How should I bill a 90-minute one-on-one versus a small group?

List time, rate, and student count. Example: “Algebra tutoring, 1.5 hr @ $70/hr = $105” or “SAT group, 1.5 hr, 4 students @ $35 each = $140.”

Can I charge for travel to a student’s home?

Yes, if you set it in your terms. Example: “Travel fee, 12 miles @ $0.65/mile = $7.80” or a flat “On-site visit fee = $10.”

How do I show prepaid packages used over time?

Create a package line, then deduct sessions as they’re delivered. Example: “10-session pack, 60 min @ $65 = $650” with “Session 1 of 10, -$65 balance remaining $585.”

What’s a clear way to handle cancellations and no-shows?

Spell out the window and fee. Example: “Late cancellation under 24 hours = $40” or “No-show, full session rate, $75.”

Do I charge sales tax on tutoring services?

Often no, but rules vary—check local rules. If taxable items appear, list them clearly. Example: “Workbook set, taxable, $28” and “Sales tax 7% = $1.96.”

Can schools pay by purchase order with net terms?

Yes. Add the PO and terms. Example: “PO #34721, 8th-grade math intervention, 6 hrs @ $80/hr = $480, Net 30,” plus “W-9 on file.”

What line items should I add for diagnostics and materials?

Break them out so parents and coordinators see the value. Example: “Diagnostic assessment, 60 min = $90” and “ACT practice book at cost = $22.”

How do I set late fees and deposits for new families?

Make it simple and visible. Example: “Deposit, one session in advance = $70” and “Late fee after 10 days = 1.5% monthly, $1.05 on $70.”