This invoice lists every class on its own line, so a family can check it against their calendar in a minute. It handles the cases that cause most billing questions: a class the teacher cancelled, the makeup that replaced it, a late cancellation, a no-show, a sibling discount and a credit from last month.
What’s in the file
| Tab | What it does |
|---|---|
| Invoice | Your details, the family’s details, one line per class, totals, how to pay and your notes. Amounts and totals are formulas. |
| Rates | Your price list by class type and length. |
| Lists | The line types in the drop-down, with when to use each one. |
| How to use | The steps below, inside the file. |
The CSV is the same line table for Google Sheets. In Google Drive choose File > Import, pick the file and keep “Convert text to numbers, dates and formulas” on. The PDF is a filled example on page 1 and a blank invoice to print on page 2.
How to use it
- Replace the bracketed text with your academy’s name, address and contact details.
- Set your currency and your own prices on the Rates tab.
- Add one line per class: date, student, a short description with the teacher’s name, the type, the minutes and the rate.
- Choose the type from the drop-down. “Teacher cancelled (not billed)” always counts as zero, so the family sees the cancelled class and its makeup without being charged twice.
- Add discounts and credits as their own lines with a negative rate. The sibling discount line shows how it was worked out.
- Keep the invoice number in the payment reference line. It is how you match a Wise (wise.com) or bank transfer to the right family.
- Export to PDF and send. For the next month, duplicate the tab and clear the lines.
Line types and what they mean for the family
| Type | Charged? |
|---|---|
| Class, makeup class | Yes |
| Trial class | Your choice (enter 0 for a free trial) |
| Late cancellation, student no-show | Yes, if your policy says so |
| Teacher cancelled | No, shown at zero |
| Discount, credit | Negative amount |
Write the rule behind each charge in the notes at the bottom, in one sentence each. The enrollment and cancellation policy template has wording you can reuse, and the post on tutoring invoice templates covers the fields families look for.
When a spreadsheet stops being enough
A spreadsheet invoice works well for a few dozen families. It gets slow when classes move every week, when families pay in different currencies, or when you have to match transfers by hand. In Halqora the class outcome a teacher records becomes the invoice line, the monthly run drafts every invoice, and PayPal, Stripe, Mercury and Wise payments are matched back to them. See billing.