Family money and payroll
Every dollaron the record.
Lessons taught but never billed, disputes over a late cancellation, pay runs built by hand: owners and admins lose hours and money to all three. XTutio gives you four ways to charge families, one ledger nobody can edit, cancellations charged by your own written policy, and a pay run built from the roll. Every figure a family sees, they can trace.
M. family · statement
Append only- 2 OctLesson · Leo · Year 9 MathsPolicy version 3$55.00
- 2 OctLesson · Isla · Selective prepPolicy version 3$55.00
- 3 OctCorrectionThis cancels an earlier line: roll changed to absent-$55.00
- 9 OctLate cancellation feeHeld 7 days, then charged$20.00
- 13 OctPayment · direct debit-$55.00
Nothing here is ever edited. If something was wrong, you will see a line cancelling it rather than the original disappearing.
Two pots
- ways to charge families
- 4
- ledger lines anyone can edit
- 0
- a cancellation quote holds
- 15 min
- tutors in one pay rise
- 500
01 · Four ways to charge
Charge the way your centre works.
Most billing tools force one way of charging on every centre. Pick one of 4 ways for families to pay and set every number in it. Changing later is your call, with notice to families first: 14 days unless you set another period.
Invoice after lessons
Taught, then invoiced on your cycle. Nothing collected in advance, so a family can always book.
Invoice before the period
A term, a month or a week billed ahead. Lessons draw it down, and a lesson cancelled is credited back automatically.
Prepaid lesson packs
Blocks of lessons. Each child spends their own credits, and unused credits are refundable on request.
Prepaid account
Families pay in ahead and lessons debit it as they are taught. A bonus ladder you set rewards bigger top-ups.
Why it matters to your bottom line is on how XTutio makes a centre money.
How families pay for lessons
Taught, then invoiced
Billed ahead, drawn down
Blocks of credits
Paid in, debited per lesson
Invoice
Weekly
Due in
7 days
GST
Registered
Refunds
On request
Changing how families pay takes effect after your notice period, so every family is told first.
02 · One ledger
Append only. Corrections are new lines.
When a parent queries a bill from last term, owners dig through edited spreadsheets. Here all four ways to charge write to the same family ledger: lessons, fees, payments, credits and refunds. Mark a lesson present and it is charged at your price; un-mark it and the charge comes back off, as a new line.
Nothing is ever edited
The ledger refuses changes outright. A correction is a new line that names what it undoes, so the mistake and its fix both stay on the record.
Every line knows its rules
Each entry records the version of your billing policy that produced it, so a question about a charge eighteen months on is answered by what the family was told at the time.
Pressed twice, charged once
Every charge carries its own key. A tired tutor marking the roll twice on a phone posts one charge, and un-marking it takes the charge back off.
Balances worked out, never stored
A family's balance is added up from the ledger every time it is shown, so it cannot drift away from the lines underneath it.
M. family · statement
Append only- 2 OctLesson · Leo · Year 9 MathsPolicy version 3$55.00
- 2 OctLesson · Isla · Selective prepPolicy version 3$55.00
- 3 OctCorrectionThis cancels an earlier line: roll changed to absent-$55.00
- 9 OctLate cancellation feeHeld 7 days, then charged$20.00
- 13 OctPayment · direct debit-$55.00
Nothing here is ever edited. If something was wrong, you will see a line cancelling it rather than the original disappearing.
03 · Cancellations
No more late cancellations argued at the desk. Your written policy, applied the same way every time.
- 01
Your policy, your numbers
Free notice, the late fee, when the full lesson applies, how long a fee is held and how many late cancellations a year are forgiven. Your public cancellation policy page is written from the same settings.
- 02
The exact figure, before they confirm
The family picks a reason and sees what this cancellation costs in dollars. That quote is recorded and holds for 15 minutes, and it can be used once.
- 03
Held, not charged
A late fee is held for 7 days on the sample policy. If the child attends a makeup in that time it is waived; if not, it is charged once.
- 04
Your side costs them nothing
When the tutor or the centre cancels, the family pays nothing and is owed a makeup. Reception can record a phone cancellation under the family's rules and read out the same figure.
Cancellation policy
Free notice
48 hours
Late fee
$20.00
Full lesson inside
2 hours
Fee held for
7 days
- More than 48 hours before the lessonNo charge.
- Between 2 and 48 hours before the lessonA $20.00 late-cancellation fee.
- Less than 2 hours before the lesson, or after it has startedThe full lesson is charged.
With these settings: cancelling 3 days ahead is free, 25 hours ahead holds a $20 fee, 1 hour ahead charges the full lesson. A held fee is cleared if the child attends a makeup within 7 days, and charged if not.
Your Centre
Cancel this lesson?
Leo · Thursday 4:30 pm
This is inside 48 hours.
A late fee of $20.00 is held for 7 days. If Leo attends a makeup in that time, it is waived.
04 · The parent's account
Two pots, never added together.
A parent shown one balance thinks they can spend money they cannot. On the wallet, a family pays in ahead and sees exactly what it covers: money for lessons and bonus credit for resources are different things, so they are never shown as one number.
Two pots, never added together
Money a family paid in buys lessons and does not expire. Bonus credit is kept apart from it and can expire. They are shown side by side and never as one total.
A date, not a dollar figure
The top of the screen says which lesson the balance pays up to, which a parent can act on without knowing the lesson price.
The bonus quoted is the bonus paid
A top-up's bonus is fixed when it is offered, so a direct debit that settles days later still earns what the parent was shown.
Lessons keep running
A family whose balance runs short still gets the lesson. The account shows it is behind and a top-up clears it.
Your Centre
Your account
Lessons paid for
Covered until Saturday 14 November
$220.00 in your account, enough for 4 more lessons.
What you have
- Lesson balanceMoney you added. It does not expire.
- $220.00
- Bonus creditFor books and resources, not lessons. This one does expire.
- $25.00
Top up $1,000.00 and get $60.00 bonus credit.
05 · Invoices and GST
Invoices that need fixing at tax time cost you twice. These ones an accountant can sign off.
A tax invoice only when it is one
An invoice is headed Tax invoice, with your ABN, only when your centre is registered for GST and the ABN passes the ATO check. Otherwise it is headed Invoice, and a centre not registered adds no GST at all.
GST worked out per line
GST is stamped on each ledger entry with the reading that produced it, so changing your GST answer changes new entries and leaves old ones as they were.
Credit notes, not crossings-out
Take back a lesson that is already on an issued invoice and the invoice gets a credit note. A line on a draft simply comes off. A paid invoice is credited or refunded, never voided.
Your own numbering
Every centre has its own run of invoice numbers, and a draft with no payment is the only invoice that can be deleted.
Tax invoice 0418
Your Centre · ABN 00
M. family · due 14 October
| Lesson | GST | Amount |
|---|---|---|
| Thu 2 Oct · Leo · Year 9 Maths | $5.00 | $55.00 |
| Thu 2 Oct · Isla · Selective prep | $5.00 | $55.00 |
| Thu 9 Oct · Leo · Year 9 Maths | $5.00 | $55.00 |
| Total, GST included | $15.00 | $165.00 |
Credit note against 0418
-$55.00Thu 9 Oct lesson taken back after the roll was corrected. The invoice itself is unchanged.
06 · Getting paid
No more chasing bank transfers. Direct debit, paid to your centre.
Your centre is the merchant
Each centre has its own connected account through Airwallex. Families pay your centre, under your name, and the money settles to your bank account.
Direct debit from the parent's bank
Families pay by direct debit. A payment that bounces can be tried again, and a lowered amount is never charged at the old figure.
One fee, stated up front
A stated fee per payment, shown to you before you switch payments on. It rides on each payment and is recorded before the payment goes through.
Refunds and disputes tracked
A refund is posted to the ledger only once it has settled. A disputed payment that is lost shows as money gone back, and anything needing a person is listed for you.
Card payments for families are coming soon; today families pay by direct debit.
Your Centre
Pay invoice 0418
To Your Centre
Amount due
$110.00
Payment started. It can take a few business days to clear.
07 · Payroll
The pay run comes from the roll.
Admins spend payday matching timesheets to the timetable, and tutors wonder if they were paid right. Here the lessons tutors marked are the lessons tutors are paid for, and an approved run goes to Xero as a journal.
Built from lessons taught
A pay run reads the completed lessons in its dates, on your centre's own calendar, and pays each at the tutor's own rates.
The covering tutor is paid
When someone covers a lesson, they are paid for it at their own rates, not the tutor who was booked.
Each lesson paid once
A run leaves out lessons an earlier run paid, and picks up taught lessons from before its dates that no run has paid yet, marked as late inclusions.
Nothing half written
A run is worked out in full before anything is saved. If one tutor's rates contradict each other the run stops and says why, instead of guessing.
Pay run · 29 Sep to 12 Oct
From completed lessons, on your centre's calendar
- Jordan L. · Thu 9 Oct · Year 9 Maths$42.00
- Mei T. · Tue 7 Oct · Selective prepCovered lesson$48.00
- Mei T. · Thu 25 Sep · Year 7 EnglishLate inclusion$42.00
- Sam O. · Late cancellation, 9 OctPaid once the family's fee was charged$10.00
Lessons an earlier run paid are left out.
08 · Pay rate rises
A rise for the whole team, in one go.
A pay rise for the team used to mean editing rates one tutor at a time. Now it is up to 500 tutors at once. The preview below is the app's own plan: one tutor already has a rate starting that day, and one has no base rate to raise, so both are left alone, and the preview says so.
Pick the tutors
Filter by campus, current rate or name, then set a new base rate, or raise by an amount or a percentage, from a date you choose.
Preview, then confirm
Every tutor gets a line saying what will change and what will not. Confirm saves exactly what the preview showed, or nothing.
History kept
A rise is a new rate from its date. Earlier rates and every subject or year level premium stay as they were, so past pay runs still add up.
Two-step sign-in and a record
A rise needs payroll permission and two-step sign-in, is written to the audit log first, and an admin limited to some campuses can only raise their own campuses' tutors.
| Tutor | Now | New |
|---|---|---|
| Jordan L. · NorthWill change | $42.00/hr | $43.26/hr |
| Mei T. · NorthWill change | $45.00/hr | $46.35/hr |
| Sam O. · LakesideWill change | $38.00/hr | $39.14/hr |
| Priya K. · LakesideSkipped: another base rate starts that day | $40.00/hr | - |
| Ollie W. · NorthSkipped: no base rate to raise | None | - |
Switching
Start charging on the day you choose.
Moving across from another system? Choose a date to start charging families through XTutio. Lessons before it are never charged here, and everything else works from day one.
New ways to charge
Promo codes, sibling discounts and payers who aren't the parent.
Discounts worked out by hand, and a grandparent who pays half, turn billing day into a spreadsheet. Each of these is a setting your centre turns on, and every credit or fee is a line on the same ledger.
Promo codes
Make a code for a trial lesson, money off the first lessons or money off a pack, with dates, a limit on uses and new families only if you like. A family enters it on your enrolment form and the credit shows on their next invoice.
A discount for brothers and sisters
Set a percentage off, up to 50 per cent. In each family's week the dearest lesson pays full price and the other children get the discount, and a price already charged never goes up.
Invoices with your prefix and footer
Put your own prefix on invoice numbers and your own words at the foot. An optional late fee is charged once on an overdue invoice, and only on invoices issued after its terms were published.
Someone else pays a share
A grandparent, a separated parent or a funding body pays a percentage or a fixed amount of a family's lessons. Each payer gets an invoice for their share, and the family gets one for theirs.
Promo codes
Codes families can enter on your enrolment form
Codes
New codeTRIAL26
A trial lesson · new families only · ends 31 Jan
TERM1-10
10% off the first 4 lessons · 50 uses
PACK20
$20 off a 10-lesson pack
Brothers and sisters
Discount for each other child
The dearest lesson in each family's week pays full price.
Who pays
Margaret Wilson
Grandparent · 50% of Noah's lessons
The Wilson family
The rest
Invoice INV-2041
A late fee of $10 is charged once if this invoice is 14 days overdue. Thank you for learning with us.
Paying tutors
A statement for every pay run, and bonuses that reward staying.
Tutors who cannot see what they were paid for ask the office, and good tutors leave unthanked. Every bonus is a line on the pay run, paid once.
A pay statement for every run
Each tutor reads a statement for every approved pay run: lessons, late-cancellation pay, training and bonuses, with the totals. It prints, and the official payslip still comes from your payroll system.
Loyalty bonuses
Set a bonus for months with the centre, lessons taught, students kept or good ratings in a row. A bonus that falls due waits for an admin to approve it, then joins the next pay run.
Tutors who refer tutors
A tutor who brings in a new tutor is paid a bonus on the pay run once the new tutor has taught enough lessons, once per referral.
Pay statement
Liam Nguyen · 30 Sep to 13 Oct · approved
Lessons
Mon 30 Sep · Ava, Year 8 Maths
1 hour
Wed 2 Oct · Jack, Year 10 English
1 hour
18 more lessons
Bonuses
500 lessons taught
Loyalty bonus, approved
Tutor referral: Mia Chen
Total
$1,090.00
A summary of this pay run. The official payslip comes from your payroll system.
In short
Billing and payroll
XTutio bills families in arrears, in advance, by packs or from a wallet, on one ledger where a correction is always a new line. Cancellations follow the centre's written policy, families pay by direct debit with the centre as merchant, and the pay run is built from the lessons taught. Set it up with the services, prices and billing guide, see what it adds up to on Revenue, and read how a late cancellation is charged. Moved lessons follow Scheduling.
Questions centres ask
How can we charge families?
Four ways: after the lesson, in advance, in packs of lessons, or from a topped-up wallet. Your centre picks one and sets every number in it.
Can a family see why they were charged?
Yes. Every figure on a statement traces to a line, and nothing on the ledger is ever edited: a correction is a new line.
What does XTutio charge on a family payment?
A stated fee per payment, shown to you before you switch payments on. Families pay your centre by direct debit, and the money settles to your centre's bank account.
Does it do payroll?
It builds the pay run from the lessons taught, paying the covering tutor where there was one and each lesson once.
Do invoices show GST?
A family's invoice is a tax invoice only for a centre registered for GST with a valid ABN, with GST worked out per line.
Airwallex, Xero are trade marks of their owners. XTutio connects to or names them to describe what it does and is not affiliated with or endorsed by them.
