Free Invoice Template for Tutors

A clear tutoring invoice helps parents and students keep track of sessions and supports your income records. Include:

• Student name — especially important if you invoice a parent on behalf of a student
• Subject and level — e.g., "GCSE Maths", "A-Level Chemistry", "Primary school English"
• Session dates and duration — list each session or billing period
• Hourly rate or package price
• Location — home visit, student's home, library, or online
• Materials or resources supplied — if you charge for printed worksheets or past papers
• Payment terms — weekly, monthly, or block in advance

Per-session invoicing: Bill weekly or after each session. Good for occasional or irregular students. Invoice parents promptly — the longer you wait, the harder it is to collect.

Monthly invoicing: Summarise all sessions in the month on one invoice. This is the most common model for regular tutors. Example:

• GCSE Maths tutoring — 8 sessions × 1h @ £40/h = £320 (dates listed)

Block pre-payment: Sell a fixed block of sessions (e.g., 10 × 1h lessons) paid upfront. Reduces no-shows, improves cash flow, and suits intensive revision periods. State the expiry date for the block in the invoice notes.

Online tutoring: Same billing models apply. Note whether sessions are via Zoom, Teams, or another platform in the service description.

Late cancellations and no-shows are the biggest challenge for private tutors. Address them clearly in your invoicing:

• Cancellation policy: State your policy in the invoice notes — e.g., "Sessions cancelled with less than 24 hours notice are charged at 50% of the session fee."
• Missed sessions: If you invoice for a missed session, add it as a separate line item with a clear description: "Missed session — 14 Nov — 50% cancellation fee — £20"
• Holiday breaks: For monthly retainer-style billing, clarify which weeks are excluded (school holidays, bank holidays) so parents aren't surprised by the invoice amount.

Private tutoring income is taxable self-employment income in most countries:

• UK tutors: VAT registration threshold is £90,000 — most tutors operate below this and don't charge VAT. Register for Self Assessment and report tutoring income annually.
• EU tutors: Private educational services may be VAT-exempt in some EU countries (e.g., private school tuition in Germany and France is often exempt). Check local rules — it depends on whether you operate through a recognised educational body.
• Deductible expenses: Textbooks, revision guides, printing, online platform subscriptions, a home office proportion, and travel to students' homes are all potentially deductible.