Another Session

Guides · 7 min read

How can private tutors create monthly invoices from their lesson records?

Start by keeping an accurate record of each lesson, including its date, duration and agreed price. At the end of the month, review the lessons that need to be billed, calculate the total and prepare an invoice based on those records.

The end of month search through calendars and messages

Many tutors invoice monthly because families prefer it. The difficulty is working out what to charge when the month is over.

You open the calendar and count the Tuesdays. One lesson was cancelled by the family, one was moved to Thursday, one was a double session before a mock exam. A WhatsApp message says the family paid for one lesson in cash. By the time you have checked everything, it is late and you are still not quite sure.

The fix is not a cleverer invoice. It is a lesson record kept during the month, so the invoice is a summary of something you already know.

Record lessons as they happen

After each lesson, mark three things: that it happened, how long it was, and whether it has been paid.

This takes seconds if you do it at the time and minutes if you do it later. A lesson that did not happen should be recorded as not happening, rather than deleted, so you can see the gap when you invoice.

Moved lessons should keep their new date. If a lesson planned for 3 October happens on 5 October, it belongs to October’s invoice either way, but a lesson moved from 30 September into October belongs to October.

Decide what counts as billable

Before the month starts, be clear with yourself and with families about what you charge for.

  • Completed lessons

    Lessons that took place are billable at their agreed rate, including any longer or shorter sessions.

  • Lessons cancelled late

    If your terms say late cancellations are charged, record those lessons as chargeable. If not, leave them out.

  • Lessons already paid

    Anything paid on the day or in cash should already be marked paid, so it does not appear as owed.

  • Lessons covered by a package

    If the family bought a block in advance, those lessons are already paid for. See how to keep track of prepaid lessons and remaining sessions.

Review before you invoice

Set aside ten minutes on the last day of the month to check each family’s lessons before anything is sent.

Scan the list of lessons for each student. Does the count match what you expected? Are there any lessons still marked upcoming that actually happened? Has anything been paid that is not yet marked? This review is where most mistakes are caught.

To avoid charging twice, use one source of truth. If a lesson is marked paid, it should never appear on a later invoice. If you have already sent an invoice for some lessons, record that before starting the next one.

Keep invoices and payments organised

An invoice is only half the job. The other half is knowing when it has been paid.

When a family pays, mark those lessons paid straight away. Keep a short list of who is still outstanding and send a polite reminder if a payment is late. Our guide on getting paid on time has wording that keeps the relationship friendly.

What Another Session does for monthly invoicing today

In Another Session, each lesson you log carries its own payment status: paid, to pay later, or covered by a package. That is what makes a monthly invoice quick to put together.

At the end of the month, the Payments page shows what is outstanding across all your students, and a Monthly view by student. From there you open a statement for one family for that month. It lists their completed lessons, shows anything covered by a package or already paid as not due, and totals what is owed. If you bill in advance, you can choose to add the lessons still booked later that month.

You review the statement, then email it to the family, or to the parent or guardian for a student under 18, copy a message to send yourself, or print it or save it as a PDF. Once the family pays, you mark the lessons paid and they drop off what is owed.

Statements are prepared one family at a time, when you choose to open them. Another Session does not send invoices automatically, on a schedule or in bulk, and it does not take card payments for you. You add your bank details so families can pay you directly.

Another Session Payments page in Monthly view, showing tutoring students and their monthly lesson totals.
The Monthly view on the Payments page, using tutoring lesson records to prepare a statement for each student.

Making it part of the month

Tutors who find invoicing easy rarely have a special system. They record lessons the same day and review on the same date each month.

If you tutor alone, the guide to the best simple software for a one-person tutoring business may help you decide what to use. There is more on the page for private tutors. Another Session is free for up to three active students with every feature, and £8 a month for unlimited students on Complete.

Frequently asked questions

Should tutors invoice monthly or per lesson?

Either works. Monthly suits families with regular weekly lessons and keeps messages down. Per lesson suits occasional students and one-off sessions.

Can I invoice the parent rather than the student?

Yes. Add a parent or guardian to a student under 18 and their email is used for invoices and progress notes.

Does Another Session send monthly invoices automatically?

No. You open each family’s monthly statement, check it, and send it yourself. Nothing is sent without you.

Can I include lessons later in the month that have not happened yet?

Yes. On a monthly statement you can switch on billing for upcoming lessons booked later that month, if you charge in advance.

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