Tutoring Business Profit Tracker

Tutoring Business Profit Tracker Excel for your tutors and small tutoring businesses — clients and fees, work log, expenses, and a monthly P and L dashboard. Know what every client actually pays — and whether the month actually made money.

Built for tutors and small tutoring businesses who need to know, client by client and hour by hour, what the fee is really worth per hour — without accounting software. If a client is eating hours at a discount rate, this workbook shows it before the next engagement.

WHAT'S INCLUDED (6 sheets):

- Students & Fees — student, service package, monthly fee, hours per month, effective hourly rate, add-on revenue, and total monthly revenue for every client. Change a fee and the rate and totals update.

- Session Log — date, student, task, hours, hourly rate, amount, and whether it was billable for every job. Retainer rates are pulled from sheet 1 by formula; add-on jobs are priced per job.

- Expenses — software, mileage, office, marketing, insurance, materials, other costs, with a monthly cost for each.

- Monthly P and L — revenue, software, mileage, office, marketing, insurance, materials, other expenses by month, Jan-Dec, with net profit and margin. Revenue is a formula from the Session Log.

- Dashboard — total revenue, students, hours, billable vs non-billable hours, capacity used, average rate, expenses, net profit and margin, best and weakest clients, revenue by client, costs by category, and hours by client.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- 12 students; monthly fees 5,430; add-on revenue 319; total revenue 5,749.

- 127 retainer hours; 137 hours logged (134 billable, 3 non-billable); capacity used 85.6 percent of a 160-hour month; average rate per billable hour 42.90.

- Software 51; Mileage 126; Office 180; Marketing 110; Insurance 45; Materials 105; Other 50; total expenses 667; net profit 5,082; net margin 88.4 percent.

- Best client by revenue: Harper D., 780. Best effective rate: Harper D., 60.00 per hour. Lowest effective rate: Oliver H., 30.00 per hour.

- Average monthly fee 452.50; average revenue per client 479.08; best add-on revenue 60.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each client's service package, monthly fee, hours per month, and add-on revenue. Effective hourly rate and total monthly revenue fill in by formula.

3. On sheet 2, add a row per job: date, client (spelled exactly as on sheet 1), task, hours, hourly rate, and whether it was billable. Amount fills in by formula. Retainer rows pull the rate from sheet 1.

4. On sheet 3, enter each month's costs by category.

5. On sheet 4, enter expenses each month, then check capacity and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Effective hourly rate is monthly fee divided by hours per month. Total monthly revenue is the fee plus add-on revenue. Average rate per billable hour is total revenue divided by billable hours. Capacity used is hours logged divided by a 160-hour month. Net profit is revenue minus software, mileage, office, marketing, insurance, materials, other expenses — before the owner's own pay, which comes out of profit as drawings.

WHO IT'S FOR:

Tutors, tutoring business owners, and test-prep coaches who want student fees, effective rates, billable hours, capacity, and a monthly P and L in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for October 2026 is included (12 students, 127 retainer hours, 137 hours logged in total, 12 expense items). Replace it with your own numbers.

- The example is simplified: net profit is before the owner's own pay — the owner takes drawings from profit, so add an owner-pay line on the P and L if you draw a salary. Capacity is measured against a 160-hour month; change it on the Dashboard if your month is different.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.