How to make a invoice in one minute
- Fill in From with your details and Bill to with the parent or guardian who pays, then type the pupil's name in the Student field.
- Replace the sample descriptions and rates. Set the quantity to the number of sessions in the month; the unit column already reads sessions.
- Press Add line for marking, workbooks or exam papers at cost, then list the session dates and times in Notes.
- Set Terms to Net 7 to match the prefilled Terms and conditions, which ask for payment within 7 days and 24 hours notice to reschedule.
- Add your bank details under Payment details and press Download PDF.
How to invoice for tutoring
Most private tutors invoice in arrears, per session or per month, and the template is set up for a monthly invoice. The first sample line is four one-hour GCSE maths sessions in September at 40.00 per session, with sessions as the unit; the second is a one-off fee of 35.00 for marking a mock exam and writing feedback. Change the subject, level and month in the description, and set the quantity to the sessions actually taught.
The prefilled Notes list the sessions: 3, 10, 17 and 24 September, 4 to 5 pm. Keep this habit. Parents check invoices against their diary, and a dated list settles most questions before they are asked.
The Student field sits above the line items and prints in the meta block. It matters when a parent pays for more than one child, or when the payer is not the parent; one invoice per student keeps each child’s sessions clear. Bill to holds the payer, so put the parent or guardian there, not the pupil.
Materials such as workbooks and past papers are separate lines at cost, so the parent can see they were not part of your session rate. The Terms and conditions line asks for payment within 7 days, which is usual for private tutoring, and requires 24 hours notice to reschedule; edit both to match how you work. Add your account details under Payment details so the parent can pay by bank transfer straight from the PDF.
Monthly billing with the tutoring invoice template
At the end of each month, open last month’s invoice from Recent documents and press Duplicate: the parent, student and rate carry over with the next invoice number, so you only update the quantity and the dates in Notes. When the parent pays, Mark as paid changes the status, and the history shows at a glance which families are still outstanding.
Your data stays on your device
Student names, parents' details and session dates you type here are stored only in this browser and never sent anywhere. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix INV-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Invoice-number-client.pdf |
Frequently asked questions
Should I invoice per session or monthly?
Monthly in arrears is the norm for regular pupils: one invoice listing the sessions taught that month, as the template shows. Per session suits one-off lessons or new pupils with no agreed schedule yet. Either way, invoice after the sessions, not before, unless you sell blocks of lessons in advance.
Do I need to list the session dates on a tutor invoice?
Nothing forces you to, but it is the most useful thing on the invoice. Parents match the list against their calendar and pay faster when nothing looks wrong. The prefilled Notes show the format: dates and time. Update them every month; a wrong date is the most common reason a tutoring invoice is questioned.
What if a parent pays for two children?
Issue one invoice per student and type each child's name in the Student field, so each invoice shows that child's sessions and rate; Bill to stays the same parent on both. If you prefer a single invoice, give each child's sessions a separate line, name the child in the description and leave the Student field empty.
How do I charge for a cancelled or missed session?
Only if your terms say so. The prefilled Terms and conditions require 24 hours notice to reschedule, so a session cancelled later than that can be billed. Add it as its own line, described as a late cancellation with the date, rather than quietly adding one to the quantity; parents accept a charge they can see and were warned about.
Can I charge for workbooks and exam papers?
Yes. Put each on its own line at cost with a plain description, as the sample marking line does for a service. Keeping materials separate from the session rate shows parents exactly what they are paying for, and it makes your monthly income easier to track in Recent documents.
Where do I put my bank details so parents can pay?
Under Payment details in the footer section: bank name, account number and sort code, or a payment link, which prints as a Pay online link on the PDF. Set Terms to Net 7 to match the prefilled 7-day term so the due date is calculated for you.
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Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).