Tutor invoice
A tutoring invoice for sessions, blocks and materials
Tutoring invoices are usually read by a parent, not a finance department. That changes what belongs on them: dates the parent recognises, a session count they can check against their calendar, and a total with no surprises.
This page covers per-session billing, blocks paid in advance, missed sessions and materials.
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What to put on it
- The student's name and the subject — parents often pay for two children.
- The period, and either a session count or the individual dates.
- The session length and rate: “6 × 60-minute sessions at 45”.
- Anything billed separately: exam practice papers, materials, travel to their home.
- Missed or cancelled sessions, handled exactly as your policy says.
- How and when to pay. For private clients, on receipt or Net 7 is normal.
Per session or in blocks
Blocks paid in advance are kinder to your cash flow and easier to invoice: one line, “Block of 10 sessions, Maths, Year 11”, with the dates it covers. Note that it is payable in advance so there is no confusion about when the first lesson happens.
Per-session billing at the end of the month suits irregular schedules. List the dates in the description — “3, 10, 17, 24 September” — so the parent can match it to their own diary in one glance.
Cancellations, without a row
Whatever your policy is, write it once and keep it on every invoice. “Sessions cancelled with less than 24 hours' notice are charged in full” is a sentence, not a negotiation, when it has been printed on the last six invoices too. If you are waiving a charge this time, show it as a discount line so the parent sees the goodwill rather than a smaller number they cannot explain.
Using the generator
The example below is a month of sessions with a waived cancellation shown as a discount. Change the names, dates and rate, then download the PDF. Nothing is uploaded and no account is needed.
A worked example
- From
- Daniel Whitfield, tutoring
- To
- Mrs. J. Patel
- Number
- INV-0212
- Student
- Aarav, Year 11 Maths
- Issued
- 30 Sep 2026
- Due
- 7 Oct 2026 (Net 7)
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 60-minute sessions — 3, 10, 17, 24 September | 4 | £45.00 | £180.00 |
| Past-paper pack and marking | 1 | £20.00 | £20.00 |
| Session cancelled 17 Sep, under 24 hours' notice | 1 | £45.00 | £45.00 |
- Subtotal
- £245.00
- Goodwill: cancellation waived
- −£45.00
- Total
- £200.00
The cancelled session is charged and then waived, so the policy is visible and the parent sees the gesture.
Questions
Should I ask for payment in advance?
For blocks of lessons, most tutors do, and say so on the invoice. For pay-as-you-go, invoicing monthly in arrears with Net 7 is common.
How do I invoice two children for one parent?
One invoice, one line per child, with the subject and session count in each description. It saves the parent reconciling two documents.
Do I need to charge tax?
That depends on where you are and whether you are registered. Invoira applies a rate you type; it does not decide whether you owe tax. Ask an accountant if you are unsure.
Can I send this from my phone?
Yes. The generator works on a phone, and the PDF downloads there too — you can attach it to an email or a message straight away.
Related
- Coaching invoiceA coaching invoice for packages, sessions and programmes
- How to write an invoiceHow to write an invoice, part by part
- Online invoice makerAn online invoice maker that does not ask you to sign up
- Open the generatorStart typing your invoice. No account, free PDF.
- Invoira homeThe three layouts, and what an account adds.
Your turn
Turn this example into your invoice.
The line items are already there. Change the client, work, rates and dates, then download the PDF.
Updated 2026-09-20. Invoira formats what you enter; it does not give tax or legal advice.