Prevent it
- Send invoices on a fixed day. The first of the month, or every Friday. Parents learn the rhythm.
- Put the due date on the invoice. Seven days is normal. Without a date, 'soon' means whenever.
- Show the lesson list. An invoice that lists each lesson with its date gets fewer questions and faster payment.
- Make paying easy. Put your bank details, a QR code or a payment link on the invoice itself. Every extra step delays payment.
- Agree the rule once. Use the payment terms template so due dates and late-payment rules are agreed before the first lesson.
When an invoice is overdue
Keep messages short and friendly. You are reminding, not accusing.
Day 1 to 7 after the due date
Hi [Parent], a quick reminder that the invoice for [month] ([amount]) was due on [date]. Here is the link: [link]. Thank you!
Day 8 to 30
Hi [Parent], the [month] invoice ([amount]) is still open. Could you let me know when you expect to pay? If anything on it looks wrong, tell me and I will fix it. [link]
More than 30 days
Hi [Parent], the [month] invoice ([amount]) is now more than a month overdue. I will need it settled before next week's lesson. You can pay by [method], or let me know if you would like to talk. [link]
When to pause lessons
Pause before the second unpaid month, not after the third. Say it kindly and make it about the rule, not the family: "My policy is to pause lessons while an invoice is more than 30 days overdue." Most families pay the same day.
What not to do
- Do not send reminders late at night or on holidays.
- Do not raise it in front of the student.
- Do not keep teaching for months without a word. The larger the amount, the harder it is to collect.
How Tutitor helps
Tutitor builds each invoice from attendance, so the lesson list is already there. Every invoice has a due date and a status: Paid, Pending or Overdue. The dashboard shows overdue invoices grouped by how late they are (1 to 7 days, 8 to 30, 31 to 60, over 60), so you can see who to message first.
Each invoice has a private link you can send again, a PDF the parent can download, and your payout details: a VietQR code, a bank QR image, bank details, a payment link or written instructions. When the money arrives, tap Mark paid and the status updates.
Common questions
How long should I give parents to pay?
Seven days is a common due date for a monthly invoice. For per-lesson billing, some tutors ask for payment before or on the day of the lesson.
Should I charge a late fee?
You can, if it is in your written terms. A small fixed fee or a percentage after 14 or 30 days is common. Many tutors never charge it; the written rule alone is enough to move your invoice up the parent's list.
What if a parent disputes the amount?
Send the invoice with each lesson and date listed. Most disputes end there. If you made a mistake, fix it quickly and say so.
Should I ask for payment in advance?
For new families, or families who have paid late twice, yes. A monthly plan paid at the start of the month removes the problem.
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