Tutoring agreements with term packages parents sign
Weekly packages as one choice, the year's terms shown as repeating charges, and Term 1 paid when the parent signs.
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Tutoring and coaching businesses use QuoteCloud to send a term agreement: weekly packages as a single choice, the term dates and charges for the year shown as repeating charges in the agreement, and the first term paid on signing. Later terms are invoiced by the business; QuoteCloud doesn't bill them.
A sample tutoring agreement from a fictional business, Larkfield Tutoring, open in the signing view on a tablet: three weekly packages with Steady chosen, the four terms of 2027 shown as repeating charges with Term 1 paid on signing and Terms 2 to 4 invoiced before each term, and the Term 1 fees of $841.50 including tax. The parent, Sofia Castellano, signs on the screen and the button changes to Signed.
A tutoring year in one agreement, part by part
Larkfield Tutoring's 2027 agreement for Noah, Grade 9 / Year 9 maths, as his mother Sofia reads it. A sample from a fictional business.
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Tutor edits
The student, the subject and the tutor
Who it's for, the year and subject, and when the sessions are. The coordinator fills these in from the template for each family; the welcome and the terms are already written.
Larkfield TutoringTutoring term agreement LF-2027-0219 Sample · fictional businessTutoring term agreement
Grade 9 / Year 9 maths tutoring for Noah, 2027
Weekly maths tutoring for Noah through 2027, with the same tutor each week. Choose a package, check the term dates and sign; Term 1 is paid on signing.
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Parent chooses
Three weekly packages, one choice
Steady, Boost or Exam ready, each priced per 10-week term. Sofia picks one before signing, and the Term 1 line follows the package she picks.
Price tables: Essentials and up
Choose a weekly package
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Shown, not billed
The year's terms as repeating charges
Four terms with their dates and fees, so the family agrees the whole year before signing. Larkfield invoices Terms 2 to 4 before each term starts. QuoteCloud doesn't bill them, and there are no instalments or reminders.
Term charges in this agreement
10 weeks a term · shown in the agreement; we invoice Terms 2 to 4 before each term starts
- Term 12 Feb – 10 Apr $720 + tax Paid on signing
- Term 227 Apr – 3 Jul $720 + tax Invoiced before the term
- Term 320 Jul – 25 Sep $720 + tax Invoiced before the term
- Term 412 Oct – 18 Dec $720 + tax Invoiced before the term
The year, as agreed$2,880 + tax
Repeating charges shown for the year. Larkfield invoices each later term; nothing is charged automatically.
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Parent ticks
Term 1, with an optional workbook
The Term 1 fee follows the package, and the maths workbook is an optional line Sofia can untick. This is what's paid on signing: $841.50 including tax in the sample.
Term 1 fees
Item Qty Rate Amount Tutoring Steady · Term 1 202710 sessions with Ms Patel, Tuesdays 4:30 pm1 term $720 $720.00 Extras Tick to add Maths workbook & practice setKept by Noah1 set $45 $45.00 - Subtotal
- $765.00
- Tax (10%)
- $76.50
- Total
- $841.50
- Plus, monthly
- $0.00/mo
- Term 1 fee, paid on signing (100%)
- $841.50
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Paid on signing
Sofia signs and pays Term 1
She signs from the email link on her phone or laptop, with no account needed, and pays Term 1 in full through PayPal. The agreement is marked Paid, with a certificate of authenticity and an audit trail.
Payments: Essentials and up, through Stripe or PayPal
Sign and pay Term 1
Sofia Castellano · Parent
Signed online · Wed 4 Nov, 8:05 pm
Term 1 fee, paid on signing (100%)
$841.50
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Change the package, and Term 1 follows
Try it: pick Boost or Exam ready and the Term 1 line, the tax and the amount paid on signing all change. Untick the workbook and the total drops by $49.50.
The packages are a single-choice group, so a family can only pick one. The year's term charges stay in the agreement beside them, and each later term is invoiced by you.
- Packages as a single-choice group
- Optional extras the family ticks or unticks
- Tax and the Term 1 total recalculated as they choose
Price tables and payments: Essentials and up
Deposits, full fees and purchase ordersChoose a weekly package
Term 1 fees
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Tutoring | |||
Steady · Term 1 202710 sessions with Ms Patel, Tuesdays 4:30 pm
|
1 term | $720 | $720.00 |
| Extras Tick to add | |||
| 1 set | $45 | $45.00 | |
- Subtotal
- $765.00
- Tax (10%)
- $76.50
- Total
- $841.50
- Plus, monthly
- $0.00/mo
- Term 1 fee, paid on signing (100%)
- $841.50
One agreement shape for every kind of lesson
Packages per term, the year's charges shown, the first term paid on signing. The same template works well beyond maths tutoring.
Tutoring
Subjects and year levels, one or two sessions a week, practice papers in exam terms.
Music lessons
Lesson length as the package choice, with instrument hire or a book as an optional line.
Sports & swim coaching
Squads or private sessions per term, with kit or a uniform as an extra.
Career & executive coaching
A block of sessions as a package, paid on signing. More sessions go on a new document.
Send your 2027 tutoring agreements from QuoteCloud
Free for 14 days, no credit card required. Send us your current agreement and we'll convert one template for you during the trial.
Term 1 in QuoteCloud, Terms 2 to 4 on your own invoices
Only Term 1 is paid in QuoteCloud, through PayPal or Stripe, straight after the parent signs. The later terms are part of the agreement the family signed, and you invoice each one from your own accounting software before the term starts.
If you set it up, Zapier's Document Payment Event trigger can pass the Term 1 payment to your accounts or a spreadsheet. Xero and QuickBooks Online are native on Business, otherwise they connect through Zapier.
- Term 1 paid on signing, and the agreement is marked Paid
- Terms 2 to 4 invoiced by you, before each term
- No instalments, payment plans or reminders from QuoteCloud
- A change of package mid-year is a revised agreement the parent signs
Payments: Essentials and up
Connect your accounts and spreadsheetsTerm charges in this agreement
10 weeks a term · shown in the agreement; we invoice Terms 2 to 4 before each term starts
- Term 12 Feb – 10 Apr $720 + tax Paid on signing
- Term 227 Apr – 3 Jul $720 + tax Invoiced before the term
- Term 320 Jul – 25 Sep $720 + tax Invoiced before the term
- Term 412 Oct – 18 Dec $720 + tax Invoiced before the term
The year, as agreed$2,880 + tax
Repeating charges shown for the year. Larkfield invoices each later term; nothing is charged automatically.
Sign and pay Term 1
Sofia Castellano · Parent
Signed online · Wed 4 Nov, 8:05 pm
Term 1 fee, paid on signing (100%)
$841.50
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
From assessment to Term 1, paid
How a tutoring or coaching business sends a term agreement with QuoteCloud.
Set up the template
Your packages as one choice, the term dates and fees as repeating charges, and your terms. Start from a template or have yours converted.
Fill in the family
The student's name, year, subject, tutor and session time, typed in or filled as data items.
Send
The parent gets an email link. Questions go in comments on the agreement, answered in the same thread.
Choose & sign
The parent picks a package, ticks or unticks extras and signs. An older student can sign too.
Term 1 paid
Term 1 is paid by card or PayPal on signing. You invoice the later terms; next year's offer can go out by bulk send.
Tutoring and coaching agreement questions
Can a tutoring agreement show every term's fees?
Yes. The term fees go in the agreement as repeating charges with each term's dates, so the family agrees the whole year before signing. Only Term 1 is paid in QuoteCloud, when the parent signs. You invoice Terms 2 to 4 yourself before each term; QuoteCloud doesn't bill later terms, run instalments or send payment reminders.
Can parents choose between tutoring packages?
Yes. Put your packages, such as one or two sessions a week, in a single-choice group with a price per term. The parent picks one in the agreement, and the Term 1 line, the tax and the amount due on signing follow the choice. Extras such as a workbook can be optional lines they tick or untick.
Can the parent and the student both sign?
Yes. Add a signature block for each signer, for example a parent and an older student. Each signs from their own email link, or in person on your device, with no account needed. Every signed agreement carries a certificate of authenticity and an audit trail, and you can ask for a one-time passcode by email before signing.
Can we take Term 1 by card or PayPal?
Yes. Connect Stripe or PayPal and set the payment on signing to the full Term 1 fee, or to a percentage or a fixed amount. The parent pays straight after signing and the agreement is marked Paid. Payments are on the Essentials plan and up.
Does QuoteCloud schedule lessons or track attendance?
No. QuoteCloud sends the agreement, collects the signatures and takes the Term 1 payment. Lesson scheduling, attendance and student progress stay in the tools you use now. Where those tools have a Zapier connector or an API, a signed agreement can start a step there, such as adding the student to a spreadsheet.
How do we send next term's offer to every family?
Use bulk send: one offer template goes to many families at once, each copy personalised with data items such as the student's name, subject and tutor. Each family opens, signs and pays in its own copy, and you see who has opened and accepted. Bulk send is on Essentials and up, with volume-based costs.
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Agree the year, collect Term 1 on signing
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