Tutorbase

What Tutorbase is

Tutorbase is tutoring management software from Tutorbase Ltd, built to run the business side of a tutoring center or language school: scheduling lessons, billing families, paying teachers and following up on new enquiries. The homepage describes it as an all-in-one system meant to replace disconnected spreadsheets, and the solutions menu names tutoring centers, language schools, music schools, test prep centers and solo tutors as the businesses it is aimed at. It is not a course builder or a learning platform for students to study in. The reader it serves is the owner or administrator who has to keep a roster of teachers, rooms, students and families in order and get paid for the lessons delivered.

The company's own comparison page says the software launched in 2024 and calls it AI-native, and the homepage says it is trusted by 500+ tutoring centers worldwide. The core idea is a single flow that the site sums up as four pillars: students enroll, lessons get scheduled, invoices generate automatically, and teachers get paid.

Scheduling and the calendar

The calendar is the center of the product. The site says lessons, rooms, teachers, subjects and levels sit together in one schedule, so an administrator sees which room is free, which teacher is available and which level a group belongs to in the same view. Calendar sync is listed among the features, and the product tour shows a weekly grid with subjects such as physics, math, chemistry, Spanish, biology and history spread across time slots.

Students and parents book and reschedule through what the site calls a branded app and branded student portal. The company's comparison page describes this as a full self-service portal for scheduling, billing and communication. One customer story on the homepage shows how far this goes in practice: the Spanish Cultural Association Hong Kong, which runs two branches, offers free catch-up classes for its children's groups, and parents now book those catch-ups themselves while the system only offers slots that match the child's age and level. The association's director, David Cornado, is quoted saying that before Tutorbase, "tracking who missed what and finding a matching level slot was a nightmare." The same story reports 50% less time on rescheduling and 3x faster lead response for that school.

Reminders are part of the system. The comparison page says Tutorbase sends WhatsApp and email reminders to reduce no-shows, which matters for online sessions where a missed link means a lost lesson.

Attendance, billing and payments

Attendance is the trigger for everything financial. The homepage puts it plainly: "Your teachers mark attendance, Tutorbase handles the rest." Once a teacher records a lesson as attended, the site says the automated lesson tracking updates student credits, billing and teacher wages at once, so nobody re-enters the same lesson three times.

Invoices are generated from that lesson data and sent through the student portal, where families can see invoices, reschedule and pay by card. The sample invoice in the product tour bills one family by subject, with separate lines for math, physics and English lessons and a line for materials, which shows that a family with several children or several subjects gets one combined bill. The student database keeps lesson notes, attendance logs and family billing in one place, so the administrator answering a parent's question about a charge can see which lessons it covers.

The company frames this attendance-to-invoice link as the main saving. On its comparison page it says the billing automation works the same way for virtual and in-person lessons, so a center that teaches some students online and others on site can run both through one system.

Payroll and the teacher side

Teachers get their own view of class schedules, attendance and earnings, and the site says roster and payroll are synced automatically. The comparison page lists per-subject pay rates with automatic calculation, which suits a center that pays a different rate for, say, exam preparation than for a beginner language class. The product tour shows a monthly payroll screen that lists each teacher, the number of lessons taught and the amount owed, ready to run at the end of the month. For a center paying a dozen part-time tutors, this is the piece that replaces the spreadsheet and the calculator.

Leads and the Education CRM

Tutorbase leans hard on WhatsApp. A widget on the school's website lets visitors start a WhatsApp conversation, and the built-in Education CRM tracks each enquiry from that first message to a new enrollment. The company offers the WhatsApp widget for education as a free tool on its own, separate from the main account. Its comparison page describes native WhatsApp support for lead capture, reminders and communication, and claims the approach captures 2x more international leads and saves 4+ hours a week of admin for online tutoring businesses; those are the company's own figures. Testimonials on the homepage add the customer side: Mark Sullivan of Sullivan Tutoring Group says "Tutorbase cut our admin workload in half," and Alejandro Rivera of EduFormación México says "We onboarded 120 students in a single month without hiring more staff."

How a training team uses it

For an organization running instruction rather than selling self-paced courses, Tutorbase works as the system of record for who taught whom, when, and at what level. Attendance logs, lesson notes and family billing sit in the student database, and reports are listed among the core features. A testimonial from Jonas Meier of Studienhelden Berlin describes tracking "student progress, lesson history, and teacher payroll in one dashboard." That makes it a fit for schools that need to assign teachers, rooms and groups and keep a record of attendance, rather than for companies distributing e-learning content.

Pricing and getting started

Pricing is simple and published. The homepage FAQ says the platform "is completely free to use" and that "You only pay a 1% fee when you create invoices through Tutorbase." It adds that there is no monthly subscription and no per-student charge, and no credit card is needed to start. The comparison page lists the price as Free Core plus 1% for billing, with the trial described as free core forever. The homepage promises a 5-minute setup and free migration help for schools moving from other tools, and the FAQ section mentions 35+ answered questions in total. Free resources on the site include an invoice generator and a course fee calculator. The footer links to security, data processing agreement and sub-processor pages for schools that need to review data handling.

The 1% is charged on invoices created through Tutorbase, so the cost grows with billed revenue rather than with headcount. A center can work out its own figure from its monthly invoicing before signing up.

Limitations the company names

Tutorbase is open about what it does not do. Its comparison page says there is no built-in virtual classroom or whiteboard, so online lessons run through Zoom, Google Meet or a similar tool. There is no native mobile app yet; the product is web-only and mobile responsive. The same page says it lacks LMS features such as course content and assignment submission, and notes that as newer software it has a smaller user base than established competitors.

Who it suits

Tutorbase suits a tutoring center, language school, music school or test prep center with several teachers and a steady flow of families, especially one that already gets enquiries on WhatsApp and wants them tracked through to enrollment. The free core and 1% invoice fee also make it easy for a solo tutor to try without a monthly commitment. Schools that teach both online and in person can run both through the same scheduling and billing flow, as long as they bring their own video tool.

It is a weaker match for a business that wants to host course videos, quizzes and assignments, since the company says those LMS features are not part of it, and for a team that needs a native phone app today. Those buyers would pair it with a separate learning platform or look at a product built around course delivery.