A free tutoring invoice template prefilled with typical lines for sessions, test prep and study materials. Download it in Word, Excel or as a fillable PDF, or fill it in online below. No sign-up.
Updated
How to fill out this tutor invoice template
- Download the template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your name and contact details, then bill the parent or guardian who pays, with the student’s name so they know which child it covers. Give the invoice a unique number.
- List regular sessions with their length and subject, such as 60 minutes of math, with the number of sessions and your rate. Bill SAT or ACT prep and monthly lesson packages as one line at a flat price.
- Put study materials like workbooks or practice tests on their own line. Set the due date and keep your payment and cancellation terms in the notes, such as payment at the start of each month and 24 hours’ notice to cancel.
- Send it as a PDF, or as a payment link with Onigiri so the family can pay by card.
What’s in this private tutoring invoice template
- Sample lines for 60-minute tutoring sessions, an SAT prep package and a workbook
- Bill to, From and Payment sections for you, the family and how to pay you
- Invoice number, issue date and due date
- Notes asking for payment at the start of each month, with a 24-hour cancellation policy
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits private, online and test prep tutoring, plus monthly lesson packages
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (Pro)
Invoice checklist
A tutoring invoice is the bill a tutor sends a student’s family, school or tutoring company to get paid for lessons, packages and materials. It shows who taught which student, how many sessions, what they cost, and when and how to pay. Clear session details and a written cancellation policy save awkward conversations with parents.
- Your details. Your name or business name, phone and email, plus your EIN if a school or agency needs it for their records.
- Bill to. The parent, guardian or organization that pays, with the student’s name so there’s no doubt which lessons the invoice covers.
- Number and dates. A unique invoice number, the issue date and the due date, such as the 1st of the month for monthly students.
- Sessions. Each session type on its own line with subject, length, number of sessions and rate, and packages like SAT prep as a single flat-price line.
- Materials. Workbooks, practice test books or travel to the student’s home, listed separately from your teaching time.
- Payment terms. When payment is due, how to pay you (bank transfer, Zelle, PayPal or a card payment link) and your cancellation policy.
- Late fee. Your late fee or missed-session policy, if your tutoring agreement has one.
Getting paid
Agree on your rates, schedule and cancellation policy before the first lesson, then repeat them on every invoice.
- 1st of month
Payment terms
Tutors with regular students often bill monthly and ask for payment by the 1st, before the month’s lessons start. For one-off sessions, due on receipt keeps it simple. Write the exact due date and your cancellation policy on every invoice.
- 100% upfront
Packages
Ask for test prep and lesson packages to be paid in full before the first session. Prepaying keeps students committed and saves you chasing money halfway through the package.
When to send the invoice
For monthly students, send the invoice a few days before the month starts, listing the scheduled sessions. For occasional sessions, send it the same day. If you bill by the hour, the billable hours calculator helps you total your time.
Late payments
Send a friendly reminder a day or two after the due date. If your policy says so, pause sessions until the account is settled. If your agreement includes a late fee, add it as a separate line; the late fee calculator works out the amount.
Taxes
If you tutor on your own, your income is self-employment income, so set aside part of every payment for income and self-employment tax. The self-employment tax calculator estimates what to keep and pay each quarter. This is general information, not tax advice.
Formats
Tutoring invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxTutoring invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF tutoring invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | Pro | |
| Client pays by card, 0% platform fee on Stripe | Pro | |
| Income tracking | Pro | |
| Works in Word, Excel and Google Docs |
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Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
