Draft tuition invoices from taught lessons
Completed lessons, rates and cancellation rules turn into invoice drafts, with disputes set aside for you.
Finance · Education · On a schedule · Updated
Works with
- Slack
- Calendly
- Cal.com
- QuickBooks
- Xero
- Airtable
- Microsoft 365
Slack
Calendly
Cal.com
QuickBooks
Xero
Airtable
Microsoft 365How do you draft tutoring invoices?
To draft tutoring invoices, set a monthly Loop. Maito reads completed lessons from your booking system, applies your rates, the 24-hour cancellation rule and prepaid credits, holds disputed lessons, and posts the batch in Slack with a spreadsheet for approval before anything is billed.
How it's done today
The owner totals taught lessons in a spreadsheet and adjusts for cancellations by memory.
What Maito does
- Collect verified completed lessons for the month
- Apply the approved rates and cancellation rules
- Check prepaid credits before charging
- Hold disputed lessons and prepare drafts
Example
Loop run: Last working day · Monthly tuition invoicing
October drafts are ready: 41 families, 148 completed lessons, $11,840 total. Attached: october-tuition-drafts.xlsx • 126 lessons at the standard $75 • 22 lessons at $60 (sibling rate) • 5 late cancellations charged at 50%: $187.50 • $1,950 covered by prepaid packages, so 9 families owe less or nothing Held: 2 • Sana R., Oct 20: parent says the tutor cancelled. Not billed. • Lena M., Oct 27: report is missing and the parent disputes attendance. Catch: the Patel family has 4 package credits left but the draft charged them the full $300. I rebuilt it with the credits applied, so it is $0. From the booking system and the 24-hour rule in company knowledge. Approve the 39 clean invoices, Omar?
@Maito approve the 39, and keep the two held ones open. I'll talk to Grace.
39 invoices are approved and ready to issue from the accounting software. I'll leave Sana's and Lena's open and put them on your Friday list.
Maito (4:00 PM):
October drafts are ready: 41 families, 148 completed lessons, $11,840 total. Attached: october-tuition-drafts.xlsx
• 126 lessons at the standard $75
• 22 lessons at $60 (sibling rate)
• 5 late cancellations charged at 50%: $187.50
• $1,950 covered by prepaid packages, so 9 families owe less or nothing
Held: 2
• Sana R., Oct 20: parent says the tutor cancelled. Not billed.
• Lena M., Oct 27: report is missing and the parent disputes attendance.
Catch: the Patel family has 4 package credits left but the draft charged them the full $300. I rebuilt it with the credits applied, so it is $0.
From the booking system and the 24-hour rule in company knowledge. Approve the 39 clean invoices, Omar?
Omar (4:15 PM):
approve the 39, and keep the two held ones open. I'll talk to Grace.
Maito (4:16 PM):
39 invoices are approved and ready to issue from the accounting software. I'll leave Sana's and Lena's open and put them on your Friday list.
How to set it up
- Ask your agent
“On the last working day of each month, draft invoices from completed lessons, apply our rates and the 24-hour cancellation rule, use any prepaid credits first, and post the batch in #finance for approval.”
- Connect booking system
- Calendly
- Cal.com
- Connect accounting software
- QuickBooks
- Xero
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It follows the rates and rules you've given it. Disputes over attendance need a person to decide.
Questions
No. It drafts them. Billing happens after your approval.
It uses remaining credits first and shows the reduced amount on each draft.
Calendly or Cal.com for lessons, QuickBooks or Xero for invoices, and an Airtable or Microsoft 365 spreadsheet for rates and packages.
