Free Tutoring Invoice Generator (PDF) for Tutoring & Language Schools
Need a clean, professional invoice right now — without signing up for billing software?
This free Tutoring Invoice Generator lets you create a one-off invoice in minutes and download it as PDF or print it. No login. No data stored.
How to use this calculator (60 seconds)
Enter your details: Add your school/teacher info (name, address, email, phone). Optional: VAT/Tax ID, company reg no., website, IBAN/BIC or US routing/account, payment link (Stripe/PayPal), and a small logo.
Add the client: Bill To name/company, address, email. Optional: student name(s) and PO/reference.
Set invoice meta: Invoice number auto-fills from {YYYY}{MM}-{SEQ} (editable), issue date, due terms (Due on receipt, Net 7/14/30), and currency (EUR/USD/GBP/HKD/SGD).
Add line items: Description, unit (hour / lesson / unit), quantity, unit price. Optional discount (fixed or %), tax (none / single rate / per-line), and service date(s).
Totals → PDF: Review Subtotal, Discounts, Tax by rate, Total, optional Paid and Balance due. Hit Download PDF or Print.
What you can include
Seller & Buyer blocks — looks professional and covers basics for bookkeeping.
Invoice numbering — predictable pattern {YYYY}{MM}-{SEQ} keeps records tidy and audit-friendly.
Flexible units — price by hour, lesson, or unit (e.g., materials or packages).
Tax modes — toggle prices include tax vs exclude tax to match your local rules.
Discounts — per-line fixed or % (intro offers, sibling discounts).
Partial payments — add Paid to display Balance due clearly for parents/companies.
Payment instructions — bank details or a payment link; add a QR if you want (your link works fine as text).
Notes / exemption — late fee policy, refund terms, or a short tax-exempt note if applicable.
Why tutors and small centers love this
Fast & reliable — no templates to fix, no formatting chaos.
Client-friendly — clean layout with a clear totals panel and due date.
Works anywhere — currency & tax options for common markets.
Print-perfect — A4/Letter print styles, crisp tables, and page numbers.
Stays lightweight — nothing saved server-side; you’re in control.
Best-practice checklist (save yourself headaches)
Unique number every time. The {YYYY}{MM}-{SEQ} pattern is simple and traceable. Increment SEQ per invoice.
Pick one tax approach. If you advertise tax-inclusive prices, keep “Unit prices include tax” on to avoid mismatches.
Describe lessons clearly. “10 × 60-min private lessons (A2)” is crystal clear for parents and accountants.
Set realistic terms. “Due on receipt” or Net 14 is standard for tutoring. Avoid long terms unless it’s a corporate client.
Add payment rails. A payment link shortens time-to-cash dramatically compared to manual transfers.
FAQ
Is this legally compliant in my country?
This tool includes the common fields invoices typically require (seller/buyer details, dates, unique number, description/qty, totals, tax if charged). Regulations vary—add any jurisdiction-specific text in Notes and consult your accountant for edge cases.
Should I include VAT/tax in the unit price or add it on top?
For transparency, many schools display pre-tax prices and show tax separately on the invoice. If your market expects tax-inclusive pricing, toggle Unit prices include tax.
Can I use this for corporate invoices or purchase orders?
Yes—use PO/Reference and set the right due terms. Add your company reg no. and tax ID if you have them.
Do I include VAT/tax in the price?
Price comparisons should be pre-tax for clarity; show tax separately on invoices. The calculator can display tax impact, but margins are best managed pre-tax.
Is my data stored?
No. The generator runs client-side. Download or print your PDF and you’re done.
Want invoicing on autopilot?
If you’re sending more than the occasional invoice, Tutorbase can automate the boring parts:
Recurring invoices & auto-reminders
Payment links and reconciliation
Attendance → billing sync
Tutor payroll, scheduling, and parent portals
Stop chasing payments. Start growing.