Free Template

Tutoring Invoice Template

Copy it, fill in the brackets, send it. No signup, no email wall.

Invoice

From

[Your name]
[Your address]
[Your email]
[Your phone]

[Parent name]
[Parent email]

Invoice number: ABC-260815-1

Invoice date: [Date]

Due date: [Date + 14 days]

Description	Qty	Rate	Amount
[Subject] tutoring — [Student name]Session dates: [dates]	4	$60.00	$240.00
		Total due	$240.00

Payment terms: Due within 14 days of the invoice date.

Pay by: [bank transfer / card link / your preferred method]

What to put on a tutoring invoice

These are the conventions most trainers follow. They keep an invoice easy to pay, which is the only job it has.

Who it's from and who it's for

Your name, email and phone. The parent's name and email — the person paying, not the student.

A unique invoice number

Never reused, always increasing. It's how you and the parent refer to the same document three months later.

Invoice date and due date

Both, as actual dates. “Net 14” makes the reader do arithmetic, and people don't.

What the sessions were

Subject, student name, the dates covered, the rate and the quantity. A parent should be able to check it against their calendar without asking you.

The total, once, unmissably

One number, bigger than everything else. If there are multiple students or subjects, itemise above and still show a single total.

How to pay

The single biggest cause of late payment is an invoice that doesn't say how to pay it. A link beats bank details; bank details beat nothing.

A numbering scheme that won't bite you

Starting at 1 and counting up works until you send two invoices on the same evening and lose track. A format carrying your initials, the date and a counter solves it permanently:

ABC-260815-1

ABC

Your initials

260815

YYMMDD

Nth that day

It sorts chronologically, tells you when an invoice was raised without opening it, and cannot collide. It's also the scheme TrainerTab uses automatically, so numbering stays consistent whether you raise one by hand or the platform does it for you.

Terms that actually get you paid

Most late payment isn't reluctance, it's friction. Every extra step between reading the invoice and paying it is somewhere the invoice gets put down and forgotten.

Instead of	Do this
30-day terms	14 days, or 7 for weekly students
“Net 14”	The actual due date, written out
Bank details to type in	A payment link they can tap
Invoicing when you remember	A fixed day each month
Chasing by text	A card on file, charged automatically

Or stop making these by hand

A template is a good answer for a handful of students. At fifteen it becomes a monthly evening of copy-paste, and the errors start — a wrong date, a repeated invoice number, a session billed twice.

TrainerTab raises the invoice when you mark a session complete, numbers it, emails it with a payment link, and charges the card on file if the family has set up autopay. Fees are added to the family's invoice rather than deducted from your payout, so the rate you set is the amount that reaches you.

Working out what to charge in the first place? See the rates guide.

FAQ

Frequently asked questions

What should a tutoring invoice include?+

Your name and contact details, the parent's name and email, a unique invoice number, the invoice and due dates, a line for each session or a block with the session dates, the rate and quantity, the total due, and how to pay. Anything beyond that is usually noise.

How should I number my invoices?+

Any scheme works as long as numbers never repeat and always increase. A common format is initials, date and a counter — ABC-260815-1. That sorts chronologically, tells you at a glance when it was raised, and never collides even if you send several in a day.

What payment terms should I use for tutoring?+

Fourteen days is the usual default and seven is common for regular weekly students. Shorter terms get paid sooner, because an invoice due in 30 days gets filed and forgotten. Put the actual due date on the invoice rather than just 'net 14' — it removes the arithmetic.

Should I invoice per session or monthly?+

Monthly is less work and easier for families to budget, and it means one payment conversation instead of four. Per-session invoicing suits irregular or one-off students. Whichever you pick, invoice on a fixed day so it becomes expected.

How do I stop chasing late payments?+

Shorten your terms, invoice on a predictable schedule, and move families onto automatic payment so nobody has to remember. Chasing is a symptom of manual payment — once a card is on file and charges run on completion, the problem mostly disappears.

Invoices that send themselves

Raised on session completion, numbered automatically, paid by card on file. Free for trainers.

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