Free template · Excel · Invoices by trade
Free tutoring invoice template
A tutoring invoice for parents: each session by date and subject, packages of lessons, materials, and your cancellation policy in plain words.
Tutoring invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Session | Maths, 60 min: Oct 2, 9, 16, 23, 30 | 5 | 60.00 | 300.00 | N |
| Session | Chemistry, 90 min: Oct 7, 21 | 2 | 85.00 | 170.00 | N |
| Late cancellation | Oct 14, cancelled 2 hours before (50%) | 1 | 42.50 | 42.50 | N |
| Materials | Practice exam booklet | 1 | 18.00 | 18.00 | N |
| Subtotal | 530.50 | ||||
| Sales tax (not taxed in this example) | 0.00 | 0% | |||
| TOTAL | 530.50 |
Why a tutoring invoice needs its own layout
Tutoring invoices go to parents, who want to know which sessions happened and what was covered. A line per session with the date and subject does that, and it turns a missed session into a clear line rather than an argument.
This template lists sessions, applies package credits, and has a line for late cancellations. The example is a month of maths and chemistry tutoring for a high-school student in the US, where tutoring isn't taxed in the tutor's state.
What to include on a tutoring invoice, and why
- Session dates and subjects. Parents can check them against the calendar, and it shows progress over the month.
- Package credits used. If the family prepaid a package, show sessions used and left.
- Your cancellation policy. Writing it on every invoice makes the charge, when it comes, feel fair.
- The student's name. Families with more than one child in lessons need to know which invoice is which.
How to price it
Per session
Simple: each lesson at your hourly rate, billed monthly.
Packages paid in advance
A set of lessons at a small discount, paid up front. Good for cash flow; track the credits used.
Group rates
A lower rate per student for two or more students together.
Typical payment terms
- Monthly in arrears, due in 7 days
- Packages paid before the first lesson
- Late cancellations under 24 hours charged at 50% or in full
- Card or bank transfer; cash with a receipt
Whatever terms you use, put them on the invoice itself. A due date printed on the page is easier to enforce than one mentioned on the phone. See how to collect overdue invoices for what to do when a customer is late.
Sales tax, GST/HST and PST on tutoring work
United States
Most states don't tax tutoring or private lessons, but a few tax a wide range of services. Materials you sell may be taxable as goods.
Check your state's rules if you sell books or materials as well as lessons.
Canada
Some tutoring is exempt from GST/HST, for example tutoring in a course that follows a curriculum designated by a school authority. Other tutoring and lessons are taxable once you're registered.
Many tutors are small suppliers under the $30,000 limit and don't register. Check the CRA's guidance on educational services if you're unsure whether your lessons are exempt.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one invoice works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Invoice sheet opens filled in with the example in the preview: a US tutor billing a month of sessions, invoice T-1025 for an example customer. The lines come to a subtotal of $530.50 and a total of $530.50. Payment terms are 7 days. The figures are made up to show the layout; they are not market rates.
This example assumes a state that doesn't tax tutoring, as most don't. A few states tax a wide range of services.
The notes box reads: “October lessons. Due in 7 days by bank transfer or card. Cancellations with less than 24 hours' notice are charged at 50%.”
Lines on the price list sheet
The Price list sheet starts with the lines tutoring businesses usually charge for. Add your rates once and copy them onto each invoice.
| Line | Unit | Note |
|---|---|---|
| Session | per hour or per session | By subject or level. |
| Package | per package | e.g. 10 sessions, paid in advance. |
| Exam prep | per session or course | SAT, ACT, provincial exams. |
| Group session | per student | Two or more students. |
| Travel | flat | For lessons at the student's home. |
| Materials | each | Workbooks, practice tests. |
| Late cancellation | % of session | As your policy states. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable tutoring invoice, filled in with the example on this page: your details, bill-to, student, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| Price list | The lines tutoring businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each invoice. |
| Invoice log | One row per invoice: payments as they arrive, balance, status (Open, Overdue, Paid) and days overdue. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the tutoring invoice template (.xlsx)
Or send it from AcboBooks
Need one invoice today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your tutoring price list, turns estimates into invoices, tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
Should I bill per lesson or monthly?
Monthly, with each lesson listed, is easiest for most families. Bill packages up front.
Can I charge for cancelled lessons?
Yes, if your policy says so and the family agreed. Put the cancelled session on the invoice with its date and the percentage charged.
Do tutors charge GST/HST?
Only if registered and only on taxable lessons. Tutoring that follows a curriculum designated by a school authority can be exempt.
How do I track a lesson package?
Invoice the package once, then note sessions used and remaining on each month's invoice.
Related
- Self-employment tax calculator
- Receipt template
- How to collect overdue invoices
- General invoice template
- Accounting software for the self-employed
- General invoice template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
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