Tutor Session and Invoice Log Spreadsheet

About this template

This tutor session log is for private tutors who teach several pupils at different rates and lose track of who still owes what. Every lesson goes on one row, and the file keeps taught, invoiced and paid apart, because only the last of those is money in the bank.

It answers the question most tutors face at the end of a week: what have I taught that nobody has paid for yet?

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

What each lesson row records

• Pupil, subject and level for up to 300 sessions
• Hours and rate: a 45-minute lesson and a two-hour session sit on the same list, and three different rates can too
• Worth: hours times rate, calculated on every row so you never do the arithmetic
• An invoice number on the row, so chasing a payment is a lookup instead of a search through folders

Six states, counted

Each session is booked, taught, invoiced, paid, cancelled or a no show. The states are colored and counted, and the unpaid figure totals everything taught or invoiced that has not been settled. That makes this a lesson tracker and a tutoring invoice list in one place.

The file also works out your average realized rate: what you actually earned divided by the hours you taught. Once cancellations and no shows are in, that number is often lower than the rate you advertise, and it is the honest one for a self employed tutor to plan around.

Six connected tabs

• Start Here and Setup: a quick walkthrough and your own settings
• Sessions: the main log, one lesson per row
• Tasks: invoices to raise, parents to chase and resources to prepare
• Today: what is booked this week
• Dashboard: reads all of it, so unpaid invoices and hours taught are always on view

A filled-in term to learn from

The worked example covers a term and a half: 145 sessions across eight pupils and three subjects, with 183 hours taught, some sessions still unpaid and an average realized rate worked out. A blank copy is ready for your own private tutor business.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you make your own copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• The Excel workbook filled with a worked example
• A blank Excel workbook ready for your own entries
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears, and the Start Here tab walks you through setup in a few minutes. The template is for personal and business use on your own devices, so please do not share or resell the files. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can I use it in Google Sheets instead of Excel?

Yes. You download Excel workbooks for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to make your own copy in Google Sheets with a free Google account.

Can I charge different rates for different pupils?

Yes. Rate is entered per session, so several rates and lesson lengths can sit on the same list, and worth is calculated on every row.

How does it show what I am still owed?

Each session has one of six states. The unpaid total adds up everything taught or invoiced that has not been marked paid.

Can I keep track of invoice numbers?

Yes. Each session row has an invoice number, so finding and chasing a payment is a quick lookup.

How many sessions does it hold?

The Sessions tab has room for 300 sessions, each with pupil, subject, level, hours and rate.