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Teaching private lessons is a rewarding activity, but it can become a challenge when it comes to getting paid for the services provided.
Many teachers struggle to bill efficiently, whether due to a lack of organization, fear of appearing pushy, or even a lack of a clear system for managing payments.
After all, how can you turn your teaching talent into a sustainable business without wasting time chasing down delinquent students?
Continue reading and find out below!
Are you giving private lessons?
This article presents smart, practical, and original strategies to help you charge for your private lessons professionally, ensuring cash flow and peace of mind.
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The key to an efficient collections process lies in the combination of planning, clear communication, and tools that automate the work.
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With the increase in demand for private lessons in Brazil according to the IBGE, around 7 million Brazilians hired private teaching services in 2023, the market is booming, but it also demands professionalism.
We'll explore how to structure your billing process, from pricing to payment tracking, with approaches that respect your relationship with students and protect your time.
Think of the collections process as a conductor conducting an orchestra: each instrument (pricing, contracts, reminders) needs to be in tune and synchronized so that the melody flows smoothly.
In this guide, you'll find practical strategies, real-world examples, and tools to ensure your classes are valued and paid for without the stress.
1. Structure Fair and Transparent Pricing
Before thinking about how to charge, it is essential to know what charge.
Pricing for private lessons cannot be arbitrary; it must reflect your value as a professional, the local market, and the needs of your students.
Start by analyzing your students' profile and the type of classes offered.
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For example, tutoring for elementary school students usually has different prices than college entrance exam preparation or advanced language classes.
Research the average price in your area, but don't just copy it: highlight what makes your classes unique, such as personalized methodology or exclusive materials.
Additionally, consider offering class packages.
Packages encourage student commitment and facilitate financial management, as payment is made in advance.
For example, math teacher Ana Clara, from São Paulo, created monthly packages of 8 classes with a discount of 15% compared to the individual price.
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Result? 80% of students opted for the packages, reducing defaults and ensuring financial predictability.
Structure your prices in a clear table and present it to students upon first contact, reinforcing transparency.
Finally, adjust your pricing based on time spent outside of class, such as preparing materials or correcting assignments.
Many teachers undervalue this “invisible” work, which leads to lower than fair prices.
Use tools like Toggl to track time spent and justify your values.
Well-founded pricing not only attracts serious students, but also establishes a relationship of mutual respect.
Private Lesson, Table:
| Class Type | Duration | Individual Price | Monthly Package (8 classes) | Package Benefits |
|---|---|---|---|---|
| School Support (Elementary) | 1h | R$ 60.00 | R$ 408.00 (15% off) | Digital material included |
| College Entrance Exam Preparation | 1:30 am | R$ 90.00 | R$ 612.00 (15% off) | Customized simulations |
| Language Classes (Advanced) | 1h | R$ 80.00 | R$ 544.00 (15% off) | Weekly email follow-up |
2. Formalize the Agreement with Simple Contracts
A well-written contract is the backbone of an efficient billing system.
It doesn't need to be complex, but it should make the responsibilities of both parties clear.
Include information such as class fees, frequency, cancellation policy, and payment deadlines.
For example, stipulate that payment must be made by the 5th of each month or before each class, depending on the format.
A clear contract reduces misunderstandings and provides legal certainty in the event of default.
Also, use technology to your advantage.
Platforms like Google Forms or Jotform allow you to create digital forms where students confirm their acceptance of the terms.
English teacher Rafael from Rio de Janeiro implemented a digital form that students sign before starting classes.
He reports that since then, tardiness has dropped 70% as students feel more engaged.
Send the contract by email or WhatsApp and ask for written confirmation, reinforcing formality without losing proximity.
Furthermore, another important point is to anticipate unforeseen circumstances, such as cancellations or interruptions. Establish clear rules, such as the possibility of making up canceled classes 24 hours in advance.
This saves you time and prevents you from having to chase payments for classes you didn't take.
A well-structured contract is like a solid bridge: it allows you and your student to walk together with confidence.
Private Lesson, Table:
| Contract Item | Description | Benefit for the Teacher |
|---|---|---|
| Payment Term | Payment by the 5th business day of the month or before each class | Financial predictability |
| Cancellation Policy | Classes canceled less than 24 hours in advance are not refundable. | Protection against time losses |
| Price Adjustment | 30 days notice for price changes | Flexibility for market adjustments |
| Digital Signature | Acceptance via digital form or email | Formality and practicality |
3. Automate the Collection Process
Chasing payments is one of the biggest headaches for private tutors.
Fortunately, technology offers solutions that simplify this process.
Payment platforms like PagSeguro, Mercado Pago, or even recurring Pix allow you to automate monthly charges.
Set up automatic email or WhatsApp reminders to notify students of due dates.
Tools like Zapier can integrate these notifications into your calendar, reducing manual work.
Furthermore, another practical example comes from chemistry teacher Mariana, from Belo Horizonte.
She uses SuperPay to create personalized payment links, which are automatically sent a week before the due date.
In fact, this not only saves time, but also maintains the relationship with the professional student, without awkward conversations.
Additionally, offer a variety of payment options, such as credit card, bank slip, or Pix, to make life easier for students and increase the likelihood of on-time payment.
Finally, track payments with a simple spreadsheet or tools like Notion.
Record dates, amounts and status (paid, pending, overdue).
This organization allows you to quickly identify defaults and take proactive action, such as sending a polite reminder.
Automating doesn't mean losing the human touch; on the contrary, it's a way to free up time to focus on what you do best: teaching.
| Tool | Function | Advantage | Approximate Cost |
|---|---|---|---|
| PagSeguro | Recurring billing and links | Integration with Pix and card | Fee of 2.99% per transaction |
| Mercado Pago | Automatic payments | Detailed financial reports | Fee of 2.29% (Pix) |
| Zapier | Reminder automation | Integration with WhatsApp and email | Free plan or R$ 20/month |
| Notion | Payment and student management | User-friendly and customizable interface | Free (basic plan) |
4. Create Clear and Empathetic Communication
The way you communicate with students about payments directly influences their punctuality.
Avoid generic messages or an overly formal tone, which can sound distant.
Instead, take a friendly but firm approach.
For example, send a reminder a few days before the due date: “Hi, John! How are you?
Remembering that payment for the October class package is due on the 5th.
If you have any questions, just call me!” This message is direct, but maintains proximity.
Additionally, educate your students on the importance of timely payment.
Explain, subtly, that punctuality ensures the continuity of classes and the teacher's financial planning.
During the first contact, reinforce that payment is part of the mutual commitment.
This preventative approach reduces the need for persistent reminders in the future.
Finally, be prepared to handle delays professionally.
If payment is late, send a personalized message and offer a solution, such as installments or an extra payment term, if feasible.
Empathy in communication is like a bridge that connects trust and respect, keeping the relationship healthy even in delicate situations.
5. Frequently Asked Questions about Private Lessons
| Question | Response |
|---|---|
| How do I set the price for classes? | Research the local market, consider your preparation time, and offer discounted packages. |
| What if the student does not pay on time? | Send automatic reminders and, if necessary, negotiate extra deadlines with empathy. |
| Can I use Pix to receive payments? | Yes, Pix is fast and convenient. Set reminders to avoid delays. |
| How to avoid last-minute cancellations? | Include a clear policy in the contract, such as no refunds for classes canceled less than 24 hours in advance. |
| What is the best tool to automate collections? | Platforms like PagSeguro and Mercado Pago are practical and secure. |
Private Lesson: Monitor and Adjust Your Strategies
The private tutoring market is dynamic, and your billing strategies must keep pace with these changes.
Periodically review the default rate and student feedback on the payment process.
Tools like Google Forms can collect anonymous feedback, helping to identify areas for improvement.
For example, if many students complain about the due date, consider making deadlines more flexible.
Additionally, monitor the evolution of operational costs, such as materials or online learning platforms, and adjust your prices annually.
Communicate these adjustments in advance and explain the reasons, such as inflation or service improvements.
This transparency builds student confidence and avoids surprises.
Finally, experiment with new tools and approaches.
Maybe a new payment platform will emerge with lower fees, or a financial management app will make your job even easier.
Staying up to date is like adjusting the sails of a boat: it ensures you sail in the right direction, even in headwinds.
Conclusion: Private Lesson
Charging for private lessons without chasing payments requires planning, professionalism, and a touch of empathy.
Structure fair pricing, formalize agreements, automate processes, and maintain clear communication.
These strategies not only ensure your financial sustainability, but also add value to your work as an educator.
After all, teaching is transforming lives, and you deserve to be paid fairly and peacefully for it.
Are you ready to transform your collections management and focus on what really matters?
