Free Tutor Payment Tracker Template

What is it?

A tutor payment tracker is a log of every payment you have received (or are owed) from each student. It tells you who paid, who has an outstanding balance, and how much you earned in a given month — without hunting through bank statements.

What to include

Student name

One row per student (or one row per payment).

Month / period

The billing period this row covers.

Lessons delivered

Number of sessions taught in this period.

Rate per lesson

Your standard or agreed rate.

Amount due

Lessons × rate.

Amount received

What the student actually paid.

Balance

Amount due minus amount received.

Payment date

When the payment was received.

Payment method

Bank transfer, cash, Mono, PayPal, etc.

Notes

Any special arrangements (discount, makeup lesson, etc.).

Common questions

How do I track payments if students pay different amounts each month?

Add a row per payment event, not per student per month. This way you capture partial payments, makeup lessons, and irregular billing accurately.

What is the easiest way to remind students who have not paid?

Scan the Balance column weekly. For any non-zero balance, send a short message referencing the invoice number and due date. OBRI surfaces overdue payments automatically on your dashboard.

Should I track payments by cash separately?

Yes. Add a "Method" column (which the template above includes) and filter by cash at tax time. Cash payments are income — tracking them protects you if your numbers are ever questioned.