How to use it in 5 minutes
- Students: one row per student — level, subjects, the parent's name and WhatsApp, your hourly rate and lesson length. The fee per lesson is worked out for you. Delete the three example rows.
- Attendance: after each lesson, add a row with the date, the student's name (spelt exactly as on Students) and what happened. Taught is billed; Make-up owed isn't billed but counts as a lesson you owe; Cancelled is neither.
- Fees: type the first day of the month in the yellow box. Lessons taught, amount due and make-ups owed fill in for every student. Type what each parent paid and when — Still owed and Status (Paid, Part paid, Unpaid) update by themselves.
- New month? Change the date in the yellow box. Your attendance history stays, so you can look back at any month.
Using Google Sheets
Upload the file to Google Drive and open it — Google Sheets converts Excel files and keeps the formulas and drop-downs working (Google's guide). Then you can open it on your phone with the Sheets app after each lesson.
What to keep, and for how long
As a private tutor you're self-employed, so IRAS expects you to keep records of your income and expenses — including receipts and invoices — for 5 years (IRAS: keeping proper records). Keep each year's tracker, and add your expenses (books, transport, printing) in a tab of their own. Our guide to private tutor income tax in Singapore explains what to declare.
When a spreadsheet stops being enough
A spreadsheet is great for a handful of students. Most tutors outgrow it somewhere around 8–10, when the same few jobs start eating evenings:
- Typing invoices from the Fees tab every month, and sending each one on WhatsApp.
- Remembering who to chase — the sheet shows who's unpaid, but it won't remind them.
- Make-ups slipping through when a lesson moves twice or a parent cancels by text.
- “When's the next lesson?” messages, because parents can't see your sheet.
Move it into TuitionCRM in one go
The Students tab uses the same columns as TuitionCRM's import, so you can bring your whole list in as it is — or snap a photo of it and let our AI read it. Then invoices are built from the lessons you taught with your PayNow QR, make-ups are tracked, parents get reminders and their own parent page. It's free for up to 5 students. See how it compares in TuitionCRM vs Excel.
Questions
Is the tuition tracker template really free?
Yes. Download it and use it as long as you like — no sign-up, no email. It's an ordinary Excel file you own.
Does it work in Google Sheets?
Yes. Upload it to Google Drive and open it with Google Sheets. The formulas and drop-downs keep working, and you can update it from the Sheets app on your phone.
How do I record a make-up lesson?
When a student misses a lesson you'll make up, mark it Make-up owed (it isn't billed). When you teach the make-up, add it as Taught on the day, and write Yes under Make-up done on the original row. The Fees tab counts the make-ups still owed.
Can I charge a monthly fee instead of per lesson?
Yes — put the monthly fee in the Fee per lesson column and mark one Taught lesson a month, or simply type the amount due over the formula. If you mix monthly fees, packages and per-lesson students, TuitionCRM handles all three.
How do I track group classes?
Add each student in the group as their own row on Students and on Attendance, with their own fee. Each parent is billed for their child only.
Can I import this spreadsheet into TuitionCRM?
Yes. The Students tab uses the column names TuitionCRM's import looks for, so in Students → Import you can upload or paste it and everyone comes in with their parent's contact and rate.
Let your tracker fill itself in
TuitionCRM keeps attendance, works out each month's invoice with your PayNow QR, tracks make-ups and reminds parents — free for up to 5 students.
TuitionCRM is free for up to 5 students — no card needed.