Tutoring is personal, but getting paid for it should be professional. A clear invoice protects you, makes payment easier for parents, and keeps your records clean at tax time. Here's exactly what to include — and what to do when it doesn't get paid.
A tutoring invoice isn't just “hours × rate.” Here's what you may legitimately charge — and how to describe each item clearly:
Always specify the subject. “Tutoring” is vague; “GCSE Mathematics — algebra & quadratics” is clear and professional.
Example: "A-Level Chemistry tutoring — organic chemistry revision, Jan 2026"
Use the student's name as a reference, not the primary billing line. Invoice the parent or legal guardian. In GDPR contexts, avoid putting sensitive details on external invoices — a first name is sufficient.
Example line: "Tutoring for Emma — Maths, Year 11"
Be specific about sessions. If billing monthly, list dates or a date range. If billing per session, one line per session is clearest.
Example: "8 sessions × 1 hour @ £45/hr = £360 (Jan 7 – Feb 4, 2026)"
If you provide printed worksheets, practice papers, or course materials you paid for, invoice these separately with a clear description.
Example: "GCSE past paper booklet (2 sets) — £12.00"
If you tutor at the student's home, charge travel as a separate line or include it in your rate. Invoice at your travel rate (HMRC mileage rate in the UK is 45p/mile for the first 10,000 miles).
Example: "Travel (8 sessions × 12 miles × £0.45) = £43.20"
How you structure billing affects both your cash flow and how easy it is for clients to pay. Three common approaches:
Invoice weekly or monthly. Most flexible for the client; steady cash flow for you. Best for ongoing students with irregular schedules.
Recommended for ongoing tutoring
Sell 10-session blocks upfront. Better for your cash flow; creates commitment from the client. Common for exam prep courses.
Good for exam season tutoring
Fixed monthly rate for a set number of sessions per week. Predictable income. Works when you have a regular weekly schedule with the same student.
Best for regular weekly students
Use Chaser's free invoice builder to create a professional tutoring invoice in under 2 minutes. Add your logo, student details, session line items, and send directly — or download as PDF.
Create free tutor invoice →Late payment from tutoring clients hits differently — these are often parents of kids you're helping, and the relationship is personal. That makes chasing money feel awkward. Here's how to handle it professionally:
“Hi [Parent name], just a quick reminder that invoice #INV-042 for £360 is due. Happy to arrange bank transfer or pay via the link below.” Keep it friendly and assume good intent.
“This invoice is now 7 days overdue. Please arrange payment within 3 days to avoid disruption to sessions.”
It's acceptable to pause tutoring until payment is received. State this clearly: “I'm unable to confirm further sessions until the outstanding balance is settled.” This is a legitimate boundary.
Chaser sends 4 automatically escalating payment reminders so you don't have to. No more manually drafting “just following up” emails. The emails go out in your name, from your email, and stop the moment payment is received.
Set up automated reminders →Professional PDF invoices for tutors, with automated payment reminders. Free for your first 3 invoices.
Get started free →A tutor invoice should include: your name and contact details, the student's name (or parent's name for billing), the subject or topic tutored, the number of sessions with dates, your hourly rate and total, any materials or travel charged separately, your payment due date, and your bank details or payment link. Add your tax ID if you're registered for VAT/GST.
Use monthly billing: list each session as a line item (e.g. 'Maths tutoring, 3 Jan — 1 hour @ £40 = £40'), or consolidate with a summary line ('8 sessions × £40/hr = £320 — see attached session log'). Monthly billing is more professional and reduces the admin of invoicing after every single lesson.
It depends on your location and registration status. In the UK, education is VAT-exempt in many cases — check HMRC's rules for private tuition. In the Netherlands, private tutoring by individuals is BTW-exempt under certain conditions. In the US, services aren't subject to sales tax in most states. Always check your local rules — if you're registered and above the threshold, you'll likely need to charge VAT/GST.
Start with a polite reminder 3-5 days after the due date. If no response, escalate to a firmer message referencing your payment terms. After 14 days, send a formal overdue notice. After 30 days, consider stopping sessions until payment is made. Chaser automates all of this: it sends 4 escalating reminders automatically so you don't have to have an awkward conversation.
Always invoice the adult responsible for payment — in most cases, the parent or guardian. Use the parent's name and email for the invoice. You can add the student's name as a reference ('Tutoring for [Student Name]') in the description. This creates a clear paper trail and makes follow-up less awkward.