Tutor & Music Teacher Income Tracker Spreadsheet
This spreadsheet works out the gap between the fees your diary said you would earn and the money you actually took.
A full diary is not the same as a full week. Lessons get cancelled the night before, students do not turn up, and the slot sits there empty because you kept it free. None of that shows up in a list of what you were paid, and all of it comes out of what you earned.
What is in it
- Six linked tabs, from Start Here through to a one-screen Overview.
- Setup — your cancellation policy written down as numbers: notice period, what a late cancel costs, what a no-show costs, your mileage rate.
- Students — 40 rows. Subject, length, fee and miles; the counts, the attendance and the money work themselves out.
- Lessons — 800 rows. One per lesson in the diary, taught or not.
- Four words do all the work: taught, cancelled in time, late cancel, no-show.
- The Gap — what your policy covered, what you actually charged, and one word next to every student recording what they have learned to expect.
Who it is for
Anyone teaching one person at a time from their own diary: private tutors, instrument and singing teachers, driving instructors, sports and swimming coaches, therapists and anyone else holding a slot open for a named person each week.
The worked example
The worked school year holds 562 lessons in the diary. 481 were taught and 81 never happened — 85.6% attendance. The diary said the fees would come to $21,570.00; what was charged and taken was $18,600.00, so $2,970.00 was never earned at all.
Her own cancellation policy covered $1,582.00 of that missing money. She actually charged $200.00. The gap is $1,382.00 — 12.6% of her own rule collected — and eleven of her eighteen students were never charged once in a whole year. That is not an accusation: nobody writes a policy in order to enforce it on a child with a temperature. It is simply that the exceptions add up in one direction only.
How it works
Compatible with Microsoft Excel 2016 or newer on Windows or Mac, Google Sheets, and LibreOffice. No macros, no add-ons, no account to create, nothing to install.
The download has two workbooks: one with the example above already filled in, so you can see what every column expects, and the same file completely blank for your own figures. A plain-English guide comes as a PDF. WhatsApp’tan sipariş ver — $9
Orders are taken on WhatsApp: message me and I’ll send the payment details, then the files as soon as the payment is confirmed.
A look inside the file
Questions people actually ask
How do I work out what cancelled lessons and no-shows actually cost me?
You write one of four words next to every lesson in the diary — taught, cancelled in time, late cancel, no-show — and the file compares what your own cancellation policy covered against what you actually charged. In the worked school year, 562 lessons in the diary produced 481 taught and 81 that never happened, an 85.6% attendance rate. The policy covered $1,582.00, $200.00 was charged, and the gap was $1,382.00 — 12.6% of her own rule collected.
I teach in a school rather than from home, and I charge half a fee for late cancellations. Does it still fit?
Yes to both — put 50% in Setup for a late cancel and every figure moves with it, and leave the mileage at zero if you do not travel. The file holds 40 students and 800 lessons, which is a full school year for a busy teacher, and it works for any subject: music, academic tutoring, languages, sport. Copy the file for the next year so each one keeps its own history.
I have never written a cancellation policy down. Can I still use it?
Yes — put in the policy you would like to have, and the file shows you what it would have been worth over the year. That figure is usually the argument for writing one down. Even with the late-cancel charge set at 0%, the file still shows what the empty slots were worth at your normal fee.
Does it need Excel, or will Google Sheets do?
Google Sheets is fine — the file is .xlsx, imported through File then Import then Upload, and it also opens in Excel 2016 or newer on Windows and Mac and in LibreOffice. There are no macros, no add-ons and nothing to install. No account, no subscription: you download the file and it is yours.
Is this a booking system that will send reminders to my students?
No — it will not schedule a lesson or send anything to anybody. It measures the term you have already taught, from whatever diary you already keep. It is not an invoicing tool and it chases nobody for money, it is not a lesson planner or progress record, and it connects to no diary, bank or payment service — nothing syncs and nothing logs in.
Need it built around your business?
This file assumes one teacher, a fee per lesson and a written notice period. If your teaching works differently — a term invoiced up front where cancellations become credits rather than lost money, group lessons where one absence does not empty the room, an agency or school taking a cut of every lesson, or online lessons with no travel at all — I can build the same gap arithmetic around your diary and your own cancellation rule.
All other templates are listed on the Excel & Google Sheets Templates page.