Billing software for tutoring businesses.
No end-of-month scramble. No spreadsheet formulas. Attendance triggers invoices automatically—you just review and send.
Lessons become invoice line items instantly
Mark attendance, billing happens. No 'generate invoice' button, no copying from spreadsheets, no month-end data entry marathon. The same click that logs the lesson charges the student.
Premium Math Package
Lesson packages that count themselves down
Sell 10-lesson packages and watch balances update in real-time. Parents see exactly how many lessons remain. Low-balance alerts prompt renewals before packages run out.
Emma Miller
Outstanding balances visible at a glance
See who owes what across all families instantly. Record payments from any source—online, cash, bank transfer. Aging reports show 30, 60, 90-day outstanding for clean follow-up.
Cancellation Policy
Cancellation fees apply themselves
Set cancellation policies once. Late cancel within 24 hours? The fee calculates automatically and appears on the next invoice. No awkward conversations—the system enforces what you've agreed upfront.
All Billing Features
Click any feature to learn more about how it works.
Stop spending weekends on invoicing. When you mark a lesson as attended, Tutorbase automatically creates the invoice line item with the correct pricing. At your billing cycle (weekly, bi-weekly, monthly), invoices generate automatically for each payer. Review, send, and track—all from one dashboard.
Key Benefits
- Zero manual invoice creation
- Automatic pricing from enrollment policies
- Customizable billing cycles
- One-click send with online payment links
Sell 10-lesson packages, monthly subscriptions, or custom bundles. When students attend lessons, their package balance decreases automatically. Get alerts when packages run low so you can prompt renewals. Perfect for tutoring businesses that want predictable revenue and committed students.
Key Benefits
- Flexible package sizes (5, 10, 20 lessons, etc.)
- Automatic balance tracking
- Low balance alerts for renewals
- Package expiration options
Price your services the way that makes sense for your business. Charge by the hour for variable-length sessions, flat fees per lesson for simplicity, or sell prepaid packages at a discount. Set different pricing per service, student level, or delivery mode (online vs in-person). Pricing rules live in your PolicyPack—change them once and they apply everywhere automatically.
Key Benefits
- Per-hour, per-lesson, and package pricing
- Different rates per service or level
- Online vs in-person pricing variants
- Policy-driven for easy updates
Get paid before you teach. Sell lesson packages (10, 20, or custom quantities) and collect payment upfront. As students attend lessons, their package balance decreases automatically. Get alerts when packages run low so you can prompt renewals. Perfect for committed students and predictable cash flow. Parents love seeing exactly how many lessons remain.
Key Benefits
- Collect payment before lessons
- Automatic package balance tracking
- Low balance renewal alerts
- Clear visibility for parents
Bill families after lessons are delivered—the traditional model that many parents prefer. Lessons accumulate over your billing cycle (weekly, bi-weekly, or monthly), then invoices generate automatically. Parents see exactly what they're paying for with line items for each lesson attended. Great for new students who aren't ready to commit to a package.
Key Benefits
- Invoice after lessons delivered
- Weekly, bi-weekly, or monthly cycles
- Itemized invoices with lesson details
- Flexible for new students
Know exactly who owes what and when. Record payments from any source—online, cash, bank transfer, check. Payments apply to invoices automatically. See outstanding balances per family with aging buckets (current, 30 days, 60 days). Never lose track of receivables again.
Key Benefits
- Multiple payment methods supported
- Automatic payment application to invoices
- Aging reports (current, 30, 60, 90 days)
- Payment history per payer
Accept payments however your families want to pay. Record credit card payments processed online, cash handed to front desk, bank transfers, or checks. Each payment is tagged with its method for easy reconciliation. See payment method breakdowns in reports—know what percentage of revenue comes from each channel. No payment falls through the cracks.
Key Benefits
- Credit card, cash, bank transfer, check
- Payment method tracking
- Reconciliation reports by method
- Complete payment visibility
Protect your revenue with automatic cancellation fee policies. Define cancellation windows (e.g., "24 hours notice required") and fee percentages. When students cancel late, fees apply automatically to their next invoice. Policies can vary by service type, student, or enrollment—maximum flexibility.
Key Benefits
- Configurable cancellation windows
- Percentage or flat-fee options
- Policy varies by service or student
- Automatic application to invoices
Protect your teachers' time and your revenue. When students don't show up without notice, no-show fees apply automatically based on your policy. Different from cancellation fees—no-shows can have higher penalties since there was no advance notice. Fees appear on the next invoice with clear explanation. Teachers still get paid for the time they blocked.
Key Benefits
- Automatic fees for missed lessons
- Separate from cancellation fees
- Configurable fee amounts
- Teachers compensated for blocked time
Mistakes happen, and you need a clean way to fix them. Credit notes let you correct billing errors without editing published invoices (which should never change). Issued a lesson that was cancelled? Create a credit note. Parent overpaid? Issue a credit. Credits appear on the customer's account and automatically apply to their next invoice. Full audit trail for your accountant.
Key Benefits
- Correct errors without editing invoices
- Auto-apply to future invoices
- Full audit trail for compliance
- Professional correction workflow
Some families want to prepay or have credits from cancelled lessons. Track credit balances per payer automatically. When credits exist, they apply to new invoices before asking for additional payment. Parents see their credit balance in their portal. Credits never expire and carry forward indefinitely. Full transparency builds trust.
Key Benefits
- Track credits per payer
- Auto-apply to new invoices
- Parent visibility in portal
- Credits never expire
Control when payments are due. Set due dates as days from invoice issue (Net-15, Net-30) for flexibility, or fixed day of month (due on the 1st) for consistency. Different policies for different services or customer types. Due dates appear clearly on invoices and drive your aging reports. Overdue invoices trigger automatic reminders.
Key Benefits
- Net-X days (Net-15, Net-30)
- Fixed day of month option
- Different policies per service
- Drives reminder automation
Match your billing rhythm to your business model. Generate invoices per lesson for drop-in students, weekly for intensive programs, bi-weekly for regular tutoring, or monthly for convenience. Different cadences for different services or student types. Invoices generate automatically at the end of each cycle—no manual work required.
Key Benefits
- Per-lesson, weekly, bi-weekly, or monthly
- Different cadences per service
- Automatic generation at cycle end
- Match cash flow to your business
Stay compliant with tax requirements without manual calculations. Configure your tax rate once and it applies to all invoices automatically. Choose tax-inclusive pricing (price includes tax) or tax-exclusive (tax added on top). Tax amounts appear as separate line items for transparency. Export tax reports for your accountant or VAT returns.
Key Benefits
- Automatic tax calculation
- Inclusive or exclusive pricing
- Clear tax line items on invoices
- Tax reporting for compliance
Every payment gets a proper receipt automatically. Sequential receipt numbers ensure no gaps in your audit trail. Receipts show payment amount, method, date, and which invoices were paid. Send receipts to parents instantly or let them access in their portal. Professional documentation for families who need records for tax deductions or reimbursement.
Key Benefits
- Automatic receipt generation
- Sequential numbering for audit
- Shows payment allocation details
- Professional documentation for parents
Get the financial visibility your business needs. See revenue by period, teacher, location, or service. Track outstanding balances and payment collection rates. Export everything your accountant needs in one click. Make data-driven decisions about pricing, capacity, and growth.
Key Benefits
- Revenue by period, teacher, location, or service
- Outstanding balance aging reports
- Payment collection rate tracking
- One-click export for accountants
“Parents can see their package balance in real time. Before, I'd get 15 messages a month asking 'how many lessons do we have left?' Now they check their portal. And when a package runs low, the system flags it automatically so I can follow up before they run out.”
Frequently asked questions about billing
Common questions about Tutorbase's billing features.
Last updated: January 2026
When you mark a lesson as complete, an invoice line item is created instantly—no clicking 'generate invoice' or copying from spreadsheets. Invoices group by payer and billing period automatically. Schools report zero manual invoices after switching, and payments arrive 3 days faster on average.
See How Tutorbase Compares
Compare our billing features with other tutoring platforms.
Payroll
Teacher compensation
The final piece: automatic teacher payroll calculated from the same lessons that generate your invoices. One source of truth.
