# Tutoring Invoices Drafted From Taught Lessons

Source: https://maito.app/workflows/draft-tuition-invoices-from-taught-lessons

Each month Maito drafts tuition invoices from completed lessons, applies your rates, cancellation rule and prepaid credits, and waits for approval.

Completed lessons, rates and cancellation rules turn into invoice drafts, with disputes set aside for you.

[Finance](https://maito.app/workflows/team/finance) · [Education](https://maito.app/workflows/industry/education) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Calendly
-   Cal.com
-   [QuickBooks](https://maito.app/workflows/tool/quickbooks)
-   [Xero](https://maito.app/workflows/tool/xero)
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How 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

1.  Collect verified completed lessons for the month
2.  Apply the approved rates and cancellation rules
3.  Check prepaid credits before charging
4.  Hold disputed lessons and prepare drafts

## Example

Loop run: Last working day · Monthly tuition invoicing

**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

On a schedule Draft tuition invoices from taught lessons

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

### Does it send invoices to families?

No. It drafts them. Billing happens after your approval.

### How does it apply prepaid packages?

It uses remaining credits first and shows the reduced amount on each draft.

### Which tools does it use?

Calendly or Cal.com for lessons, QuickBooks or Xero for invoices, and an Airtable or Microsoft 365 spreadsheet for rates and packages.

## More finance workflows

-   [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice)
-   [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy)
-   [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist)
-   [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance)
-   [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices)
-   [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fdraft-tuition-invoices-from-taught-lessons)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)