Why teachers should use professional invoices
No matter what subject you teach, or whether you teach at a school, company, or in your home – you need an invoice that clearly details the teaching services you use to help your students do their best. And since each student and employer has different requirements, your invoice needs to be flexible enough to capture the specialized education you have provided.
In addition, all the information on your invoice should be crystal clear, so it’s easy to understand exactly what educational services and time-period you are charging for.
Remember, every point of contact with your students reflects on the quality of the teaching you provide – so make sure your invoice gives you an A+.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Look through the variety of specially designed teaching invoice templates in different styles and colors, and select the one you want in format you like to use, such as Word, Excel, PDF, Google Docs, or Google Sheets.
- Download the template. It’s free!
- Insert your business name, phone number, email address, and other contact information. If your expertise is in a certain subject area, or if you teach a specialized skill, include it here
- If you have a logo, insert it here, along with your website address, and any other graphics or promotional images
- Put in the name of your student or employer, and their contact information
- Add a unique invoice number
- Add in the date of the invoice and the payment due date
- Include a detailed list of the teaching services you provided, along with a description of each service and the billable hours or flat rate
- Add a detailed list of any miscellaneous charges that are billed to the student or employer, such as travel or materials
- Add or subtract lines to ensure you include all the pertinent details. The template is easily customized to make sure your students know exactly what they are paying for
- If you are including a discount in your teaching fees, make sure you add a line explaining the discount so your students know they are getting a reduced fee
- Calculate the total price, including all applicable taxes, and list the total prominently at the bottom of the invoice
- Include your payment terms, such as the methods of payment you accept
- As a teacher, you’ve probably formed a close relationship with your students, so add a special line at the end to say how much you enjoyed working with them, and wish them good luck in their future endeavors
- Make sure you save a copy – and then send the invoice to your students or employer
When is the right time to send a teaching invoice to your students?
If you are teaching a seminar or a special one-off course, you will probably ask for payment in advance. If you are teaching at a school for a semester or term, or providing regular private lessons, discuss the option of invoicing bi-weekly or monthly.
Quick invoicing tips for teachers
Add a timesheet
Many teachers bill by the hour, so keeping an up-to-date timesheet can help you accurately track your billable hours. Include your timesheet as an attachment to your invoice so your student or employer can see the amount of time you are charging them for.
Include an expense report
If you need to travel for your teaching assignment, or incur expenses on-site while teaching, include an expense report along with the applicable receipts when you send in your invoice. Make sure there’s room on the report to explain exactly what the expense was for so your student or employer knows why they are being billed.
Be clear about the payment due date
A payment due date really does encourage on-time payment. It reinforces your professionalism, and acts as a gentle, but clear, indication of when you expect to be paid.
Accept a variety of payment methods
Technology is changing our world, and has also changed how we pay for goods and services. Make it super convenient to get paid by including electronic options such as e-Transfers and other online payment methods.
Personalize your invoices
When listing your teaching services, include descriptions or details that were specifically requested to show you successfully met your students’ needs. A personal note at the end is also always a good idea.