Teaching · For Tutors

Every hour you worked,
and every hour you billed.

Log sessions and the prep, travel and admin around them. The log totals each month, shows how much of your time is billable and keeps a running list of what families still owe.

Log an hourWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the Tutoring business kit, $69 for 64 items.

The hours log

The worked example is two weeks of a made-up tutor’s log. Lines save as you type, stay in this browser and download as a spreadsheet.

Loading the log line form. If nothing appears, turn on JavaScript.

What you get

Teaching · For Tutors$19 · included with Classroom and Whole-school licenses

What you finish with
A dated log of every block of work with its kind, student code, outcome, billing and payment; monthly totals of hours worked, hours billed and dollars billed; hours by student; a list of unpaid amounts; a printable log, a spreadsheet for your bookkeeping and a file to move between devices.
Who it is for
Independent tutors, tutors who contract with centers or schools and need to report hours, and teachers who tutor on the side.
Format
Browser log with any number of lines. Prints the whole log with totals; downloads a spreadsheet (.csv); exports and imports a file.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Tutoring business kit ($69) and the Teaching Suite pass ($199), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The For Tutors space in Caveat Teaching.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add a line for each block of work as it happens, or at the end of the day.
  2. Mark the kind of work and what happened. Your cancellation policy decides whether a late cancellation or no-show is billable.
  3. Enter the hourly rate for billable lines and update payment as invoices go out and are paid.
  4. Read the side panel for the month: hours, billable share, billed and unpaid.
  5. Download the spreadsheet for your bookkeeping or tax records, and export a file as a backup.

Log an hour

Why log the unbilled time

A session rate hides the minutes around it.

November so far in the worked example: 5.0 hoursNov 260Nov 340Nov 53045Nov 645Nov 9550 h1 h2 hSession (billed)Late cancel (billed)PrepTravelAdminNovember so far in the worked example: 5.0 hoursNov 260Nov 340Nov 53045Nov 645Nov 9550 h1 h2 hSession (billed)Late cancel (billed)PrepTravelAdmin
Unbilled minutes are still work. Logging them shows the real hourly pay behind a session rate.

The real hourly pay

In the worked example, 6.8 hours of work billed 5.2 hours. Dividing what you billed by every hour logged, not only session hours, is the pay you actually earn, and the number to watch when you set rates or take on travel.

Records you can use later

Self-employed tutors report income on Schedule C; the IRS asks you to keep records that support income and expenses. A dated log, with what was billed and paid, is the kind of record that answers a family’s billing question or a center’s hours report. It is not tax advice.

Sources

  1. Internal Revenue Service. Publication 583, Starting a Business and Keeping Records (irs.gov): what records to keep and for how long.
  2. Internal Revenue Service. Self-Employed Individuals Tax Center and Schedule C (Form 1040) instructions (irs.gov).
  3. Internal Revenue Service. Publication 463, Travel, Gift, and Car Expenses: logging business travel.
  4. U.S. Small Business Administration. Manage your finances (sba.gov): tracking income and keeping books.

The worked example and its rates are made up. The log adds minutes and multiplies by the rates you enter; it is not tax or legal advice. Lines stay in this browser until you print or export them. Support: team@caveatacademic.com.