Accounting and invoicing for tutoring and training providers
School fees, course fees, single lessons, corporate training: whoever teaches bills in blocks. Saldiqo issues invoices for whole courses at once, books instalments cleanly and shows which participants are still open.
What comes up for tutoring and training providers
Invoices in blocks
At the start of a course 15, 40 or 200 participants need their invoice. By hand that is an afternoon of typing with a risk of errors.
Instalments and contracts
School fees and longer courses are paid monthly. Every instalment must land on time as an invoice with the parents or participants.
Private and business
Parents pay for single lessons, companies book training for teams. Both expect an invoice, but with different details and payment terms.
Cancellations and refunds
Whoever cancels before the course starts gets a correction. It has to match the original invoice without overwriting a document.
How Saldiqo helps
- Invoice run for courses and school feesUpload the participant list as CSV and Saldiqo creates all invoices as drafts. After checking, you finalise them together.
- Recurring invoices for instalmentsMonthly school fee instalments are created by a recurring invoice on a fixed date.
- Corporate training with a depositQuote, deposit invoice and final invoice guide you through the job.
- Reminders with deadlinesAfter the bank statement you see open invoices and send payment reminders with one click.
- Credit note on cancellationA cancellation or credit note stays linked to the original invoice.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Course fee English B1, 12 sessions
- School fee for October
- Single maths lesson, 60 minutes
- Exam preparation, intensive weekend
- In-house training for 12 people, one day
- Teaching materials as per receipt
Tax and invoicing in Germany
What applies to invoices in Germany, in short. As of October 2026.
- VAT
- Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
- Small business scheme
- Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
- Mandatory details
- Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
- E-invoicing
- All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
- VAT return
- The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
- Record keeping
- Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
- Late payment
- In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
- Getting paid
- Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
- Tax adviser
- Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.
For tutoring and training providers in Germany
Teaching can be VAT exempt in Germany under section 4 no. 21 or 22 of the VAT Act, for example for recognised institutions or with a certificate from the competent authority. This does not apply automatically to every offer. You clear that with your tax adviser.
Frequently asked questions
Can I create invoices for whole courses at once?
Yes. With an invoice run you create all invoices as drafts from a CSV file, check them and finalise them together.
How do I bill instalments?
With a recurring invoice per participant. It is created on a fixed date, and you stop it with a click on cancellation.
Do I have to show VAT on courses?
That depends on your organisation and your country. Some educational services are exempt, others are not. You clear that with your tax adviser, and in Saldiqo you set the matching rate per line.
Do tutoring and training providers in Germany have to charge VAT?
Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.
Do tutoring and training providers in Germany need e-invoicing?
Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.
How long do tutoring and training providers have to keep invoices?
Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.