Education
Managing hundreds of small payments is a headache. We reconcile every tuition deposit against your student list so your revenue matches your enrollment.
The Industry
Private instruction is a volume game. You are not chasing one big invoice. You are tracking fifty or a hundred small payments every month. Parents pay by credit card or check or Venmo. It creates a messy stream of data that needs to be matched to specific students.
The overhead is often fixed while the revenue is variable. You have rent and insurance and software fees that do not change. But your income fluctuates based on enrollment and holidays and summer breaks.
Who This Covers
Who This Covers
Music schools, dance studios, math tutors, daycares, and private academies. This applies to any business that relies on monthly tuition or per-class fees from a roster of students.
The Friction
The Friction
Reconciling the payment processor is the hardest part. Stripe or Square sends a lump sum deposit to the bank. Breaking that lump sum down into individual student payments to see who actually paid requires time and focus.
The Process
Revenue tracking needs to be precise. Every deposit gets matched to a student name. This allows you to see your accounts receivable clearly. You know exactly which parents are behind on tuition without digging through email threads.
Payroll for instructors is also handled. Many studios use a mix of W-2 employees and 1099 contractors depending on the schedule. Tracking hours taught versus admin time ensures everyone gets paid correctly and the tax forms are right at year end.
Payment Reconciliation
Payment Reconciliation
The gross sales number in your student portal needs to match the net deposit in the bank. We account for the processing fees and the refunds so your revenue numbers are accurate.
Prepaid Tuition
Prepaid Tuition
If a parent pays for a full semester upfront that is not all profit for this month. It needs to be spread out over the term. Proper accounting keeps you from spending money in September that you need to cover rent in December.
Common Problems
The summer slump catches many owners off guard. Cash flow looks great in the spring and then drops off a cliff in July. Without a cash reserve strategy bills become a problem when enrollment dips.
Another issue is the “hobby” mindset. Buying supplies on personal cards or failing to track mileage for traveling tutors. These are valid business expenses. Missing them means paying more in taxes than necessary.
The Cash Gap
The Cash Gap
Rent is due every month regardless of how many students show up. Seeing a 12-month cash flow view helps predict the lean months. You can save during the busy season to cover the quiet ones.
Worker Classification
Worker Classification
Treating a teacher as a contractor when they should be an employee is a major risk. The rules are specific. Getting this wrong can lead to penalties from the state. We help keep the classifications clean.
What Changes
You get clarity on the profitability of your classes. You might find that private lessons are breaking even while group classes drive all the profit. This data helps you schedule your time and your facility better.
The administrative burden lifts. You stop spending your weekends trying to figure out who paid and who didn’t. You focus on the curriculum and the students while the financial side runs in the background.
Strategic Pricing
Strategic Pricing
Prices can be raised with confidence. When you know your true cost per student including rent and utilities you know what you need to charge to make a living. No more guessing.
Ready for Tax Time
Ready for Tax Time
All income is categorized. All expenses are captured. The year-end tax filing becomes simple because the data is already organized. You keep more of what you earn.
Full-Charge Bookkeeping for Mid-Mo's Businesses
The Next Step:
Get Your Quote
Tell us what you're dealing with. We'll listen, ask a few questions, and give you a straightforward price that meets your expectations.
