Automated Tutor Invoicing: Growing from 30 to 500 monthly sessions

Running a growing tutoring business comes with a mountain of admin, namely, tutor invoicing, scheduling lessons, tracking payments, sharing recordings, and keeping both tutors and students on the same page. For John Q, founder of Study Smart UK, a UK based tutoring agency, these tasks were becoming increasingly time-consuming as demand for their A-level Maths and Science tutoring grew.

That’s when Study Smart UK turned to a specialized Tutor Management Software to solve the problem.

In this case study, we’ll explore how Study Smart UK, a tutoring business in London, successfully automated tutor invoicing, payments and scheduling, saving hours of manual work, simplifying session management, and improving the experience for both tutors and students. And in the span of just 3 months grew from doing 30 sessions a month to 500 sessions every month.

About Study Smart UK

Study Smart UK is a London-based tutoring service specialising in A-level Maths and Science, with a strong focus on supporting students applying to dental schools. Founded by John Q, the organisation is known for its high-quality tutoring and personalised support. As the demand for their expert tutoring grew, Study Smart UK turned to automation to streamline operations and scale without compromising on quality.

The Challenge: Manual scheduling and Tutor Invoicing was slowing them down

Before using Wise, Study Smart UK was juggling multiple tools and manual processes. Tracking how many sessions each student had taken, if invoices with payment links were shared, whether payments were up to date, and manually sharing lesson recordings all ate into valuable time that could’ve been spent on actual teaching or growth.

John shared that even something as basic as updating session timings often required back-and-forth between him and the tutors. As the business grew, these inefficiencies became harder to manage and risked affecting the student experience.

For tutoring business owners, this scenario is all too familiar:

Study Smart UK knew they needed a smarter, more scalable system.

Still calculating tutor hours manually? This case study of a UK tutoring business shows how automating payroll with Wise saved time and improved accuracy for everyone involved.

Why Wise: All-in-One Tutor Invoicing system, Tutor scheduling software and Payment Automation tool

For Study Smart UK, Wise stood out because it brought everything under one roof: automated tutor booking and invoicing, session recording, and a smooth user interface that tutors and students could navigate easily.

According to John:

“Recording lessons, tracking how many sessions are done, and scheduling – all of that became so much easier. Tutors can edit timings themselves without going through me.”

Here’s what made Wise a game-changer for their operations:

Self-serve booking: Students book sessions directly with tutors, removing the admin bottleneck.
Automatic recording & sharing: Due to Zoom integration with the LMS, every session is automatically recorded and shared with students – no more missed links. Additionally, session summaries can also be shared with students immediately after the session making it easier for them to revise.
Session tracking: Wise tracks completed sessions and ensures both tutors and admins have a clear picture of lesson progress.
Integrated payment tracking: Payments are logged and linked to sessions, so nothing falls through the cracks.
Automated payments: Using auto-charge though the Stripe UK payment gateway integration of the tutoring software

For a tutoring business owner, this means less chasing, fewer errors, and more time to focus on quality teaching and growth.

Automated scheduling and invoicing meant Happier Tutors, Fewer Student issues, and more time to grow

With Wise handling the heavy lifting around scheduling, invoicing and payments, the difference was immediately noticeable. Tutors at Study Smart UK could now:

Adjust their own session timings or reschedule sessions without going through an admin
See their upcoming and past sessions, and sync their google calendar to avoid booking conflicts
See list of students allocated to them clearly
Focus entirely on delivering lessons instead of worrying about logistics

Students, on the other hand, received recorded sessions and session notes automatically, had fewer issues with scheduling, and didn’t need to constantly follow up about payments or class links. As John put it:

“Students come to me with fewer issues now – the tutoring software solves most of them.”

The biggest benefit? Time saved. Automating repetitive tasks such as lesson tracking, billing and payments gave John and team more breathing room to grow the business without scaling admin overhead.

Whether you’re running a solo tutoring business or managing a team of tutors, the outcome is clear: automation leads to smoother operations, better experience for everyone involved and business growth.

Advice for other Tutoring Businesses

When asked what he would tell other tutoring business owners exploring tutoring software, John had one clear message:

“Start early – before you scale.”

Trying to manage dozens of students and tutors manually works for a while, but it quickly becomes overwhelming. For Study Smart UK, adopting Wise early helped them lay a strong operational foundation before things got chaotic.

Here’s John’s advice to fellow tutoring founders:

Don’t wait for the chaos: Set up systems early, even if you’re small
Choose tools with an intuitive interface: Wise was easy to onboard for both tutors and students
Automate the essentials: Scheduling, session tracking, and payment logging should not need manual work
Prioritise flexibility: Letting tutors manage their own schedules reduces admin burden significantly

Whether you’re just starting or scaling fast, investing in the right systems early on can save you countless hours and headaches down the line.

In the below video we talk about key takeaways from John’s experience with Wise Tutoring software.

FAQs: Automating Tutor Invoicing, Payments and Scheduling

1. How can I automate tutor booking for my tutoring business in the UK?

You can use tutoring software such as Wise that allow students to book sessions directly with tutors based on real-time availability as per their synced google calendar. This eliminates manual scheduling and reduces admin work.

2. What is the best way to track Tutor invoicing and payments automatically?

Advanced Tutoring management software links sessions to payment records. You can automate tutor invoicing, see who has paid, and get notified of pending dues – all without using multiple spreadsheets.

3. Can automated systems help if I’m a solo tutor?

Yes. Even solo tutors benefit from automation by saving time on scheduling, sending reminders, sharing tututoring invoices and logging completed sessions. It’s especially useful if you manage multiple students. So even if you are not a multi-tutor setup tutor management software for online tutoring can be of great use.

4. Is it easy for tutors and students to adapt to new tutoring software?

Many tutoring software such as TutorCruncher or Tutorbird don’t have an easy interface making it difficult for users to onboard. That is why it is critical to choose a software with a a user-friendly interface. Learn about an Italian Language school that scaled their language school by choosing an LMS for language training that had a user-frindly interface.

5. What are the main benefits of automating my tutoring business operations?

Key benefits include:

Time saved from manual admin by automating tutoring invoices and payments
Fewer scheduling errors or payment delays
Better tutor and student experience
Scalable systems that grow with your business

6. What’s the best tutoring management software for UK-based tutors?

For UK tutors and tutoring businesses, platforms such as Wise, Teachworks Tutorbird, Pearl Tutoring, etc offer features tailored to local needs such as GBP-based billing, time zone support, and GDPR-compliant data handling. Wise is used by many UK-based tutoring companies to automate scheduling, payments, and session tracking. Learn more about tutor management software in the following blogs

7. How do tutoring businesses in the UK handle recurring payments and invoicing?

Most UK tutoring businesses use dedicated tools to set up automated Tutor invoicing, track session credits, and issue recurring invoices. Wise, for example, supports GBP invoicing and links every session to a payment, so nothing slips through the cracks.

Mubeen Masudi

Mubeen is the co-founder of Wise, a tutor management software built to help tutoring businesses streamline operations and scale effectively. An IIT Bombay graduate and veteran test prep tutor, he has taught thousands of students over the past decade and now focuses on creating tools that empower fellow Tutors.