Lesson-level tracking, not month totals
A single "March: $420" cell hides the disputes. Track each session: date, duration, rate, paid/unpaid/partial, and payment method. When a parent questions a balance, you answer with dates — not memory.
Three payment models tutors use
Pick one model per student and stick to it:
- •Pay-as-you-go — charge after each lesson. Simple, but more reminders.
- •Monthly invoice — bill all sessions in a calendar month. Best for weekly regulars.
- •Prepaid packages — 4 or 8 lessons upfront. Great for cash flow; track remaining credits carefully.
Reminder scripts that stay professional
Use the same neutral wording every time. Example: "Hi [Name], friendly reminder that the balance for [Month] is [Amount], due [Date]. Invoice attached. Let me know if you have questions." Consistency signals professionalism and removes the emotional load of "asking for money."
When spreadsheets stop scaling
Sheets work until reschedules, mixed rates, and prepaid credits collide. If you spend more than 30 minutes a month reconciling who paid, dedicated software pays for itself. OBRI links lesson completion to balances automatically; the free payment tracker template works if you are not ready to switch.
Handling partial payments and discounts
Always note why a lesson was discounted or partially paid. "Sibling discount," "missed lesson credit," or "promotional first month" should be visible on the same row as the lesson — otherwise you will forget the context in six weeks.
Monthly close routine (15 minutes)
Last day of month:
- •Mark all completed lessons as charged.
- •Send invoices or payment links.
- •Flag balances older than 7 days.
- •Export income by student for your records.