How to Collect Tuition Fees with PayNow (Without Chasing)
· 6 min read · By the TuitionCRM team
Ask any private tutor what they dislike most about the job and "chasing payments" is near the top. The awkward WhatsApp, the parent who "forgot", the transfer with no name on it. The good news: most late payments aren't bad faith — they're friction. Remove the friction and most families pay on time.
Why PayNow is the best way to get paid
- It's free for parents and for you — no card fees eating into your income.
- It's instant, and parents already use it for everything.
- A QR code with the amount filled in means the parent doesn't type your number or the amount, so there are no mistakes.
Step 1: Pick one billing day
Bill everyone on the same day each month — the 1st, or the last day of the month. Parents learn when to expect it, and you only sit down to do it once. Decide whether you bill in advance (this month's lessons, common with monthly fees) or in arrears (last month's lessons, common with per-lesson rates).
Step 2: Send a clear invoice, not a vague message
"Hi, tuition fees for Sept is $280 ya" invites questions. A proper invoice answers them before they're asked:
- Each lesson date, and any cancelled or make-up lessons
- The rate and the total
- When it's due (e.g. within 7 days)
- A PayNow QR code with the exact amount and an invoice number as the reference
Step 3: Make paying the easiest option
- Send invoices where parents already are — WhatsApp for most, email for some.
- Put the QR code in the message, not in an attachment they have to open.
- Ask parents to use the invoice number as the reference, so you can match payments in seconds.
Step 4: Follow up on a schedule, not on feelings
Decide your follow-up rhythm once, and stick to it. It stops it feeling personal — for you and for the parent.
| When | What to send |
|---|---|
| 3 days before due | Nothing — the invoice is enough |
| 1–3 days after due | A friendly nudge: "Just a gentle reminder that the October invoice is due — here's the QR again." |
| 7 days after due | A clear reminder with the amount and due date |
| 14+ days after due | A short personal message or call, and pause new lessons if your policy says so |
Automatic reminders do this without you having to remember — and parents take a system-sent reminder less personally than a message from you. See turning on overdue reminders.
Step 5: Mark payments as they come in
Every time a PayNow transfer lands, mark that invoice paid straight away. At the end of the month you'll know exactly who still owes you — and you'll have a clean record of income for your tax return.
Put it in your policy
Your payment terms belong in the same short policy as cancellations and make-ups: when invoices go out, when they're due, and what happens if they're late. We've written a template you can copy.