Billing software for schools gets judged on the wrong thing. Everyone compares invoice generation, which every platform does. Almost nobody compares the two things that actually determine whether your finances are under control: can you see at a glance who owes you money, and does the total cost of the platform scale in a way you can predict.
Quick takeaway: Teach 'n Go's pricing is flat and banded by student count, with no per-lesson charge and no percentage of your payments. TutorCruncher scales with revenue (2.3%–3.85% of card payments) and Teachworks scales with lesson volume — the two models to watch if you're budgeting a year ahead.
Finance and billing compared
| Platform | Outstanding balance view | Accounting export | Pricing model | Predictable at scale? |
|---|---|---|---|---|
| Teach 'n Go | Yes — fees due, paid and overdue per student, with dashboard view | Zapier and API | Flat, banded by student count | Yes — all features included, steps by student band |
| DreamClass | Paid / Outstanding / Overdue / Uninvoiced, filterable | Not found | Flat, banded by student count | Yes — steps at 100, 300, 500 students |
| Classter | Real-time cash flow and outstanding balances; forecasting | Not published | Per student per year, modular | Yes, but price is quote-only |
| TutorCruncher | Not itemised publicly | Xero and QuickBooks | Subscription plus 2.3%–3.85% of card revenue | No — scales with revenue |
| Teachworks | Customer balances and transaction lists | QuickBooks Online | Subscription plus per student lesson | No — scales with lesson volume |
| TutorBird | Not found as a dedicated report | PDF and Excel exports | Flat, plus per staff member | Yes |
Knowing who owes you money
DreamClass is the clearest here. Ready-made reports segment every invoice into Paid, Outstanding, Overdue and Uninvoiced, filterable by student group, class, family or date range, with a dashboard snapshot and one-click reminders. "Uninvoiced" is the underrated category — it catches the revenue you delivered and forgot to bill for, which in most schools is larger than the overdue pile.
Classter advertises real-time tracking of cash flow and outstanding balances plus forecasting and expenditure, which is the most institutional finance feature set of the group. It is built for a school with a finance officer rather than an owner doing the books on a Sunday.
Teachworks lets you view customer balances and full transaction lists, and its reporting covers lesson hours, counts, revenue, invoice totals, payments received, and teacher hours with gross margins, exportable to Excel.
TutorBird produces branded Income and Expenses, Billable Hours and Payroll reports in PDF and Excel, and adds expense tracking, mileage and receipt uploads for tax — genuinely useful for a sole trader or small centre. What isn't clearly documented is a dedicated outstanding-balance or aged-debt report; overdue handling is described as automatic late fees and reminders rather than a view you can work from.
TutorCruncher does not itemise its financial reports publicly beyond a business dashboard and performance metrics, though its direct Xero and QuickBooks exports are the strongest accounting integrations among the competitors compared here.
Predictable cost
This is where the comparison gets uncomfortable for two vendors.
TutorCruncher's pricing scales with your revenue. Beyond the subscription, cards cost 2.3%–3.85% depending on region and plan, with 1.5% more on international cards and 2% more on Amex, Diners, JCB, prepaid and UnionPay. Offline payments still cost 0.5%–1%. The better your year, the larger the bill. Their published prices are also "starting from" figures that do not state what they scale with, so the subscription itself is not knowable without a sales call.
Teachworks scales with lesson volume: $0.32 per student lesson on the $16.49 Starter plan, dropping to $0.189 on Growth ($47.99/mo) and $0.065 on Premium ($187.99/mo). Predictable if your volume is steady, punishing if you have a busy term and have not moved tiers.
DreamClass is flat within student bands — $99/mo billed annually up to 100 students, $189 up to 300, $259 up to 500 — so cost steps rather than creeps. Note the annual/monthly gap is large: the up-to-100-students band is $149/mo if you pay monthly instead of annually.
TutorBird is the simplest of all: $16.95/mo plus $4.95 per additional tutor or staff member, unlimited students, and an explicit "no hidden fees."
Classter publishes no entry price at all. Its Core module is €8.50 per student per year with Academics & LMS and Surveys & Quizzes at €6.50 each, and everything else sits behind a sales form. There is no published minimum, so a small school cannot self-assess whether it is affordable.
The comparison nobody runs
Take your actual numbers — annual tuition collected, number of students, lessons per month — and price all of your shortlist against them for a full year, including transaction fees at your real card mix. Do it before the demo, not after.
A school collecting $200,000 a year across 150 students, running 1,200 student lessons a month, gets wildly different answers: roughly $2,270 a year on DreamClass's up-to-300-students band at annual billing, around $380 on TutorBird with three additional tutors, about $3,190 a year on Teachworks Premium — the tier that's actually cheapest at this lesson volume, once per-lesson fees land (Starter, its entry tier, would cost roughly $4,800 if a school never moves up) — and somewhere north of $8,000 on TutorCruncher's entry tier once US card fees apply. Those are estimates from published rates and your mix will differ — but the spread is the point. The cheapest headline price is the most expensive platform in this example.
Run your own numbers instead of ours with the free school software cost calculator — plug in your student count, class sizes and tuition and see the same spread against your actual school.
Where Teach 'n Go fits
Teach 'n Go's pricing is flat, banded by active student count, with no per-lesson charge and no percentage of your payments — and that is the headline for this page. It is the single sharpest contrast available against both Teachworks (per-student-lesson) and TutorCruncher (percentage of card revenue), and it is a claim that survives scrutiny because their own pricing pages confirm the models. A school that grows its lesson volume or its tuition revenue does not watch its software bill climb unpredictably behind it; the cost only steps when you cross a student band, and every feature is included at every band.
On the second question — can you see at a glance who owes you money — Teach 'n Go gives a per-student view of fees due, paid, and overdue, with a dashboard snapshot, so the outstanding pile is always visible rather than reconstructed from a spreadsheet.
For accounting, Teach 'n Go connects through Zapier and a full API, so finance data can flow into the tools a school already uses rather than being locked in.
Pricing starts at €69/month for up to 100 active students, all features included, with a 14-day free trial and no credit card required.
Frequently asked questions
Which school management platform has the most predictable pricing?
Teach 'n Go, DreamClass, and TutorBird all use flat or banded pricing that doesn't scale with revenue or usage. TutorCruncher scales with a percentage of card revenue (2.3%–3.85%), and Teachworks scales with student-lesson volume — both can grow faster than your budget expects.
Can I see who owes my school money at a glance?
DreamClass and Teach 'n Go both offer a dedicated outstanding-balance view — DreamClass segments invoices into Paid, Outstanding, Overdue and Uninvoiced; Teach 'n Go shows fees due, paid and overdue per student on a dashboard. Classter offers real-time cash flow forecasting aimed at larger institutions.
Which platforms export to accounting software?
Teachworks exports to QuickBooks Online, TutorCruncher exports to Xero and QuickBooks, and Teach 'n Go connects via Zapier and a full API. TutorBird exports PDF and Excel reports rather than a direct accounting integration.
What does school billing software actually cost at scale?
It depends heavily on the pricing model, not just the sticker price. For a school collecting $200,000 a year across 150 students running 1,200 student lessons a month, published rates put DreamClass at roughly $2,270/year, TutorBird around $380/year, Teachworks around $3,190/year on its cheapest tier for that volume (or $4,800/year on its entry tier if you never move up), and TutorCruncher north of $8,000/year once US card fees apply. Run your own numbers with our cost calculator.
Does Teach 'n Go charge more as my school grows?
Teach 'n Go's price steps only when you cross an active-student band — there's no per-lesson or percentage-of-revenue charge, so growing your lesson volume or tuition collected doesn't increase your bill on its own.
Compare Teach 'n Go against other platforms
Honest, platform-by-platform breakdowns — and a calculator to run your own school's numbers.
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- Free cost calculator — plug in your own numbers
Try Teach 'n Go free
See the finance dashboard and flat, predictable pricing for yourself with a 14-day free trial — no credit card required, and sample school data pre-loaded so you can explore straight away.
