TutorCruncher

What TutorCruncher is

TutorCruncher is management software for tutoring companies: the agencies, centers and larger operations that employ or contract tutors and sell their lessons to families and schools. The homepage calls it "The most comprehensive software for tutoring businesses" and says it handles "everything from scheduling to payments, tutor management, and more." The company's own blog describes it as a platform "designed by a tutoring company, for tutoring companies." It is run by TutorCruncher Limited, and the site says its support teams are in the UK and the US.

The homepage says TutorCruncher is trusted by 1,800+ tutoring companies in the UK, US and worldwide, and shows a 4.8 average rating from 500+ reviews. Its reader is the owner or operations lead of a tutoring business rather than a single tutor or a learner, and the product is about running that business: tutor and client records, the calendar, invoicing, payroll and reporting.

Two business models in one system

The FAQ says TutorCruncher supports both of the ways a tutoring company is usually set up. If a business employs its tutors directly, the platform handles payroll, scheduling and lesson management as one system. If it runs an agency model, connecting clients with self-employed tutors, TutorCruncher supports split invoicing, contractor payment tracking and the admin that comes with managing independent tutors at scale.

The country detail matters here. For US customers, the FAQ says the platform tracks contractor payments for 1099 reporting. For UK customers, it supports the split invoicing model used by agencies operating under the Employment Agencies Act. That is a concrete reason an agency in either country might pick it over general scheduling software.

Tutors, clients and students

Everyone involved gets their own access. Tutors have a login to view their schedule, submit lesson reports and track their earnings. Clients and parents get a separate portal to book sessions, make payments and follow their student's progress. The FAQ says both portals are straightforward on mobile or desktop, and that the support team can provide guidance materials to help a company roll them out. The features menu groups this as tutor, client and student management, and the company's blog lists tutor-student matching among the platform's capabilities. Customers mention matching too: Adam Silver and Ashley O'Dell of Denver Test Prep say "We love how TutorCruncher simplifies tutor matching, scheduling sessions, and sending invoices."

Scheduling and lessons

The calendar gives a full view of every tutor's schedule with automatic lesson planning, which the homepage says works "no matter how many" tutors a company has. In-person lessons sit on a color-coded calendar with automatic SMS and email reminders. Online lessons can run through Bobbin, TutorCruncher's own online lesson platform, which records lessons so they can be reviewed afterward; a recent post on the site announces Bobbin as an AI-powered lesson tool built for tutoring. The FAQ says remote, in-person and hybrid businesses all run the same way. A customer testimonial from Julianne Peters of Design Success Network notes that "They offer an internal video call software, or you can connect via Zoom."

Beyond its own lesson tool, the homepage says TutorCruncher integrates with online whiteboard providers and other lesson tools, and the footer links to API documentation for companies that want to build their own connections.

Billing, payments and payroll

Billing and payroll are the core of the product. On the client side, invoices are generated and sent automatically and payments can be collected by card or bank transfer; the site says payments are secured through Stripe. On the tutor side, the platform tracks what each tutor has earned and automates pay runs, so nobody calculates tutor pay by hand at the end of each month. The homepage stresses split payments, which let an agency bill a client and pay the tutor from the same lesson record without a spreadsheet in between. "Never run payroll again!" is how the homepage puts it.

The company's headline claim is about admin time: "Customers report 60% less admin using TutorCruncher." Alexander Friedman of Brooklyn Math Tutors, who says he ran his agency for 10 years before switching, is quoted saying it "has cut my administrative workload by at least 60%."

Reporting and analytics

The analytics cover the performance of the business, with the homepage naming revenue, tracking and email open rates. It also says companies can follow the data they need to scale, "from jobs, tutors, lesson reports, and revenue." The blog adds customizable reports for student progress and business analysis.

Plans, pricing and trial

TutorCruncher publishes three packages, each with a starting price on the homepage:

• Pay as you go, for tutoring companies starting out, from £25 a month.
• Startup, for scaling tutoring companies, from £60 a month.
• Enterprise, for large-scale tutoring companies, from £200 a month, with access to the entire feature set.

These are starting prices, and a full pricing page sits behind them. The free trial lasts two weeks. The FAQ says the company sends a reminder before the trial ends, a customer can cancel with no charge and no obligation, and if they continue, their data, settings and tutor profiles carry over.

Setup and support

The FAQ says a company can be set up "in as little as one day," with the team walking it through importing tutors and clients, configuring billing and scheduling the first lessons. Every new customer gets 3 months of priority, hands-on support as standard. The blog says the help team is available online and by phone. Leila Hassan of Apex Admissions, an organization with many contractor tutors, says the team is "incredibly responsive, quickly providing fixes and feature updates when needed."

The company is candid in its own blog about two drawbacks: pricing "can look like a higher cost for smaller businesses," and "Initial setup can take time." It frames both against the depth of the platform once a company is fully onboarded.

Security

The homepage lists TutorCruncher as GDPR compliant, says data is encrypted and stored securely at all times, and notes that payments are secured by Stripe.

Who it suits

TutorCruncher suits tutoring agencies that place self-employed tutors with families, tutoring centers with a team of employed tutors, and larger companies that need billing, payroll and reporting across many tutors. It fits particularly well where invoicing and tutor pay have to be split and tracked lesson by lesson, and where US 1099 tracking or the UK agency invoicing model applies. Hybrid businesses that teach online and in person get both through one calendar plus Bobbin.

It is less of a match for a solo tutor who only needs a simple calendar and invoices, since the company itself says setup takes time and the price can look high for a small business. It is built around running live tutoring rather than selling self-paced courses, so a business that sells recorded courses would pair it with a course platform.