Tutoring invoice template for private lessons, group sessions and term fees
Tutors and coaches invoice parents and adult students by the hour or by the term. Term tutoring is usually invoiced in advance with the session dates listed, casual sessions after the fact, and travel to a student's home as a flat fee per trip. Materials such as practice papers or books are passed on at cost.
Tutoring agencies pay on 14 or 30 day terms from a monthly invoice that lists each student and session. Put your make-up and cancellation policy in the terms so a missed lesson can be handled the same way every time.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Private tutoring, Year 12 Maths, 1 hour in home | 8 | hr | $85.00 | 10% | $680.00 |
Group session, HSC study skills (per student) | 1 | each | $120.00 | 10% | $120.00 |
Travel to student's home beyond 10 km | 8 | trip | $10.00 | 10% | $80.00 |
Practice papers and learning materials | 1 | each | $35.00 | 10% | $35.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Private tutoring, Year 12 Maths, 1 hour in home | 8 | hr | $85.00 | 10% |
| Group session, HSC study skills (per student) | 1 | each | $120.00 | 10% |
| Travel to student's home beyond 10 km | 8 | trip | $10.00 | 10% |
| Practice papers and learning materials | 1 | each | $35.00 | 10% |
Suggested payment terms
Term tutoring is invoiced in advance and due before the first session. Casual sessions due within 7 days. Agencies: 14 days from invoice date.
Suggested notes
Student: [name]. Sessions this term: [dates]. 24 hours' notice to reschedule; sessions missed without notice are charged.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The student's name and the session dates covered
- Your make-up lesson and cancellation policy
- The subject and level, which parents often need for records
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Is tutoring GST-free like education?
Generally no. The GST-free education rules cover courses run by schools, universities and registered training providers. Private tutoring is a taxable service, so once you are registered for GST it carries 10%. Under the $75,000 threshold you are not registered and charge no GST.
Can I invoice a whole term up front?
Yes, and most tutors do. List the session dates so parents know what they are paying for. On a cash basis the GST is reported in the quarter you are paid, not when each lesson happens.
How do I handle a lesson the student missed?
Charge it if your terms say so and the notice was too short, or move it to a make-up date and note that on the next invoice. FlowFi keeps each invoice and its notes so the history is easy to find.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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