Invoicing is vital for any company, and your tutoring business is not the exception. A solid invoicing strategy will help you track client payments and keep good accounting records, which ensures a healthy cash-flow. But the benefit is also for your clients as you are giving them professional documentation of the services provided and ensuring your clients they are getting what they are paying for.
But don't worry, you don't have to spend hours behind a computer writing an invoice for each of your clients when it's time to request payment. Instead, create your own teaching invoice templates, which you can easily fill out in minutes, while making sure all important information is always covered. But what exactly is this important information you should be covering? Read on to find out.
Note: Want to step up your invoicing game? Bonsai is the ultimate all-in-one business hub for freelancers and self-employed workers to create, send and keep track of their invoices. Plus, enjoy many other administrative tools to help you save time and focus on what really matters; growing your business.
Essential Elements to Create Professional Invoices
When creating tutoring invoice templates, you want to make sure your students get a clear and easy-to-understand bill. This avoids spending extra time on clarifications or corrections, plus it increases your chances of getting paid on time. If you don't want to miss any important details, include the following basic but essential elements to your teaching invoice template.
First your tutoring invoice template should include all your business information. Start with your business name (or your full name), and your contact details such as phone number, address, email, and a business website if you have one. You can also use this section to highlight any specialized services you might offer like music teacher, special education or homeschooling programs.
If you want to take it one step further, add a business logo, tutoring-related imagery, or any other branding elements to make your invoice template stand out and look more professional.
Next, include a section for your employer or client's contact information. You need their full name, address, and phone number. Include their email address as well if you are sending the invoice via email. If you've created a client database, add a space for the client ID number on your invoice template which will serve you for internal tracking purposes.
Invoice Number and Date
Assigning a unique invoice number to your tutoring invoice will help you keep track of client payments, and maintain well-organized accounting paperwork. Don't forget to add the date when the invoice was sent out so you can determine the payment due date (which usually is within 30 days of invoice date), and add any penalties for late payments if necessary.
Tutoring Services Provided
In this section of your tutoring invoice template, include an itemized list of the services provided, the flat rate per session, and the total cost for each type of service. If you charge an hourly rate, you still want to specify the type of tutoring service (for example a math test preparation session), the amount of hours worked, rate per hour, and finally the total price.
You can also include a timesheet so your client can fully understand the billable hours included on the invoice. Be as specific as you can (without going overboard) so your clients are not blindsided or confused about what they are paying for.
There may be some miscellaneous charges involved in your tutoring sessions such as school fees, traveling or transportation costs, learning materials, or extra online classes. If so, make sure to list these charges separately along with a short description, even if they were previously discussed with the client (student or parents). Remember, when it's time to request payment, you want to be as transparent as possible with the charges.
For the totals section of your tutoring invoice template, add separate lines for the subtotal amount (sum of tutoring fees plus extra charges), then any applicable taxes, and finally the invoice total. If you are giving your clients any special discount for recurring business, multiple children, client referrals, etc., include an additional line for it subtracting the discount from the subtotal before you factor in the taxes.
When it comes to getting paid promptly, nothing is better than giving clear and easy-to-follow payment terms. Make sure your tutoring invoice template includes all your accepted payment methods such as credit/debit card, ACH transfer, checks, online payments (PayPal, Stripe, etc...), or cash, along with corresponding account numbers. You also want to let them know of any incentives for paying in advance, available payment agreements, and late fees applicable after the due date.
It's always a good idea to include a personal note or a thank you message on your tutoring invoice template. If you have enough time, you can write something related to the student such as an important milestone achieved, or wishing them good luck on their test. Otherwise, choose a generic message that lets your clients know how much you enjoyed working with them and appreciate their business.
Use Our Free Tutor Invoice Template
With so much effort going into providing the best teaching services, you probably don't want to waste hours of your day creating your own invoice templates. Luckily, you don't have to. With Bonsai's free invoice template you can create professional invoices with minimal effort and get paid faster for the invaluable work completed.
Just download the tutoring invoice template and with a few clicks you can customize it to fit your business needs. This will ensure consistency in your invoicing process and take a considerable amount of time off of your tedious administrative tasks so you can invest it in keeping your tutoring skills sharp.
Aside from free invoice templates, Bonsai offers you a wide range of administrative tools to help you take your tutoring business to the next level. Take advantage of our invoicing software to automatically send a recurring invoice, payment reminders, identify delayed payments and apply the applicable fees.