Tutoring & Lesson Business Tracker

11 tabs, one linked system

1. 1

   Start Here

   Setup in two steps, plan changes, the weekly and monthly routine, how packs, monthly tuition and pay-per-lesson billing are handled under each Settings rule, capacity, rolling into a new studio year, color legend.

2. 2

   Dashboard

   This month's lessons, hours, billed, collected, income per teaching hour, active students, total owed, prepaid lessons still to teach and make-ups owed. A 12-month studio-year table with new students, students who left and share kept from last month, a billed vs collected chart, results by lesson type, a Needs attention list, and a warning line when a log is 95% full, when anything is typed below the end of a log, or when Check columns have messages.

3. 3

   Settings

   Business details and payment instructions, rates by lesson type for four lesson lengths, a suggested monthly tuition table, up to 20 packs, tuition plans and fees with lesson counts and expiry, notice period, separate late-cancellation and no-show rules, the charge for pay-per-lesson students, make-up limit per term, month or year, term dates, schedule grid of 30- or 60-minute rows.

4. 4

   Students

   Up to 60 students: parent or guardian, contact, lesson type and length, billing plan, pack or tuition plan, rate override, start and end dates, status, two weekly lesson slots. Rate, lessons taught, pack lessons bought, used and left, next expiry, make-ups owed, billed, paid, balance and alerts calculate.

5. 5

   Lesson Log

   1,500 rows: date, student, minutes, status, an optional Waive or Charge adjustment and lesson notes. Result, hours taught, which pack covered it, lesson charge and make-up credit fill in. Each lesson uses the billing plan in force on its date. A Check column flags missing dates, unknown students, lessons with no pack, make-ups taught with no credit owed and missing rates; rows it marks 'not counted' stay out of every total. Rows can be in any order.

6. 6

   Purchases

   Packs, monthly tuition and fees in 400 rows. Amount, lessons, expiry date, pack number, lessons used and left, and a status (Active, Renew soon, Expires soon, Used up, Expired with unused lessons) calculate.

7. 7

   Payments

   700 rows: date, student, amount, method, reference. Payer fills in from the Students tab; balances update. Payments with no date or an unknown student are flagged and not counted.

8. 8

   Plan Changes

   One row each time a student moves to another billing plan (for example trial lessons paid one by one, then monthly tuition): the first day on the new plan and the plan before it. Lessons before that date keep the old plan's charges, packs and make-up credits; a new pack is never used by older lessons.

9. 9

   Invoice

   Choose a student and a month (the selectors sit outside the print area): up to 14 lessons with their result and amount, up to 12 purchases and payments in one list, previous balance and balance due or credit, pack status or make-ups owed, how to pay, and a cancellation policy worded from your Settings for that student's plan. A red note appears if a month has more lines than fit; totals always include everything. One printed page.

10. 10

    Weekly Schedule

    Monday to Sunday grid from each active student's lesson day and time, with lesson count and teaching hours per day. Two lessons starting in the same row are both listed; overlapping lessons are marked. One printed page.

11. 11

    Calc

    Helper formulas for the pack allocation and monthly activity. Visible, no need to edit.