A $55 session is not $55 an hour — not with 15 minutes of prep behind it, and not when last Tuesday’s student simply didn’t show up. This tracker prices tutoring honestly: every session logged with its status, fees calculated from hours × rate, prep time counted in your real rate, and the sessions that didn’t happen accounted for in dollars — the charged ones as income, the unpaid no-show as a visible loss. The sample fortnight: 12 sessions, $655.50 of income, a session-only rate of $52.44/hr that becomes a TRUE $44.44/hr once prep counts — below the $50 target, which is exactly the kind of truth that reprices a rate card.
What it does for you:
– Every status priced correctly: Completed, Cancelled — charged and No-show — charged sessions earn their fee automatically; a No-show — unpaid earns $0 and is flagged red, with the income it cost you totalled ($55 in the sample).
– Your TRUE effective $/hr: fees divided by booked hours PLUS prep (your standard prep per taught session, set once on Start Here) — shown beside the flattering session-only rate, and judged against your target.
– Charged cancellations are real income: $155.50 of the sample’s income came from sessions that never happened but were charged for — tracked separately, so you can see what your cancellation policy is worth.
– Package balances that can’t drift: per student, sessions bought vs used (used counts from the log itself — only taught sessions burn a package), sessions left, price per session, and the dollar value you still owe in teaching: $1,610.50 across 32 remaining sessions in the sample.
– Income per student, automatically: who pays what, including drop-in students with no package — the repricing and renewal conversations write themselves.
What’s inside (.xlsx, works in Excel AND Google Sheets):
– Start Here — plain-English setup + your settings (target effective $/hr, your standard prep time per session)
– Session Log — 16 session rows: date, student, subject, hours, rate, status → fee and prep hours calculated; charged/no-show income and no-show losses totalled
– Student Packages — per-student packages: bought vs used vs left, price per session, session income, package value still to deliver
– Expense Log — business spending, categorized
– Monthly Budget — zero-based, Budget vs Actual fills itself
– Dashboard — income, TRUE rate, no-show losses and package liability on one screen
– Monthly Summary — spending by month, Jan–Dec
Instant download. Yellow cells are yours to type in; every formula cell is locked (password sheetdaily, shown in Start Here) so nothing breaks by accident. Sample sessions are pre-filled so you can see the math working — replace them with your own.
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