Tutoring Software That Keeps Students Progressing and Parents Informed
Parents forget and packages run dry. Smarfle schedules the lessons, tracks packages and hourly billing, keeps parents in the loop, and reminds families to re-enroll each term. From $19/month.
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38
$4,600
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Ethan Miller
SAT Math Prep
Sophia Zhang
AP Chemistry Tutoring
Aiden Brooks
Reading Comprehension (Grade 4)
Maya Patel
Spanish Conversation Practice
Everything a tutoring business runs on
Smarfle connects everything a successful local business runs on: website, Google Business Profile, call tracking, lead follow-up, CRM, review requests, payments, and recurring orders. One platform. Start with the tutoring workflows below.
Tutoring Scheduling Software
Tutoring scheduling is a capacity puzzle squeezed into four hours: nearly every family wants the same after-school window, every student expects the same weekly slot, and one sick day can cascade into three weeks of makeup-lesson Tetris. Smarfle holds the structure: recurring weekly slots generate themselves, cancellations open gaps that fill from the makeup queue, reminders reach the parent who forgot it is Tuesday, and online booking absorbs the back-and-forth. The 3-to-7pm window stays packed, the calendar survives flu season, and the owner stops being a human scheduling API between tutors and parents.
Learn moreTutoring Billing Software
Tutoring billing is the recurring monthly package + drop-in session combo. Parents want predictable monthly billing, you want zero AR chase. Smarfle's auto-charge against saved cards handles monthly packages on autopilot + lets you bill drop-in sessions same-day. Package balance tracking means you upsell renewal before the parent forgets the package ran out.
Learn moreTutoring Invoicing Software
Tutoring invoicing is really parent invoicing: the student sits the lesson, but the invoice goes to a parent juggling three kids' activity bills. Between per-lesson rates, prepaid packages, sibling discounts, and makeup lessons, most tutoring businesses run billing from a spreadsheet that only the owner understands. Smarfle bills the way tutoring actually works: lessons complete and invoice themselves, packages track sessions remaining, saved cards charge without the monthly chase, and the awkward money conversation with a family you like never has to happen, because the system has it for you.
Learn moreThe growth side, built in
Tutoring Inquiry Tracking
Parents call between errands and rarely leave voicemails. Call tracking plus instant text-back turns those hang-ups into scheduled assessments.
Reviews & Google Business Profile
Parents trust other parents. Review requests after grade improvements build the local proof that fills fall enrollment.
Website & Lead Follow-Ups
Assessment bookings from your website enter the CRM with the student's subject and grade, and follow-ups nurture families comparing programs.
Plans that grow with your tutoring business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Where tutoring businesses lose time and money
The day-to-day friction every tutoring owner recognizes.
Parents Are Left in the Dark About Progress
Tutoring works best when parents understand what their child is working on and where they are improving. Without regular progress updates, parents question the value of sessions and eventually stop booking. You lose the student before the results show.
Session Scheduling Is a Three-Way Juggle
Coordinating between the tutor's availability, the student's schedule, and the parent's preferences creates a constant back-and-forth. Every reschedule involves multiple messages, and gaps in the schedule go unfilled because the process is too slow.
Invoicing Across Multiple Students Is Messy
Families with multiple children each on different schedules create billing complexity. Tracking who had how many sessions and at what rate turns invoicing into a weekly headache that delays payment and confuses parents.
Built for tutoring businesses
Not a generic CRM. Every feature is tailored to how tutoring companies actually work.
Session Scheduling With Subject Tracking
Schedule tutoring sessions by tutor, student, and subject. Set up recurring weekly sessions that repeat automatically and track session history per subject area.
Automated SMS Session Reminders
Parents and students receive text reminders before each session with the tutor name, subject, and time. No-shows drop and your schedule stays consistent.
Per-Session and Package Invoicing
Completed sessions generate invoices automatically. Offer prepaid session packages for a discount, with accurate balance tracking per family.
Parent Portal for Progress and Scheduling
Parents log in to view their child's session history, progress notes, upcoming appointments, and billing. They reschedule or book additional sessions without calling.
Student Progress and Business Reports
Track session completion rates, revenue by tutor and subject, and student retention. Share progress summaries with parents to demonstrate value and keep families engaged.
Parent Progress Updates
Session notes flow to parents automatically, showing the progress that keeps families enrolled term after term.
Every tutoring call, handled your way
Your business number routes however you decide, and you can mix modes by schedule: forward to your phone during the day, switch to text-back or the AI after hours.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a tutoring engagement flows through Smarfle
From parent inquiry to graduation — every session and progress note tracked.
- 1
Parent inquiry lands
Web form, AI receptionist, or referral. Each becomes a client record with the student's grade, subject, and goals.
- 2
Assessment booked
Calendar slot for the assessment. Custom fields track current grade level, learning differences, and target outcomes.
- 3
Package + recurring sessions
Package purchased via Stripe, recurring work orders auto-generate the weekly tutoring schedule (1x or 2x per week).
- 4
Sessions + progress notes
Each session logs material covered, time tracking, homework reviewed, parent notes, and progress against goals.
- 5
Recurring bill + review + summer follow-up
Stripe Connect handles recurring monthly billing. Review request after first month. Maintenance reminders for summer review and next-year continuation.
Same flow for every tutoring business, only the terminology and details change.
Is Smarfle the right fit for your tutoring business?
We built this for a specific type of business owner. Tap each one that sounds like you.
We built this for you if...
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Progress Notes That Keep Parents Engaged
After each session, tutors log progress notes covering what was covered, where the student improved, and what to focus on next. Parents see these notes in the portal immediately, creating transparency that builds trust, demonstrates value, and keeps families booking sessions long-term.
The full tutoring toolkit, in detail
Three ways Smarfle transforms how you operate, get paid, and grow.
Subject-Based Scheduling
Schedule sessions by tutor, student, and subject. Recurring weekly sessions repeat automatically so families lock in their preferred time slot.
SMS Session Reminders
Parents and students receive text reminders before each session. Fewer missed appointments and more consistent attendance across your roster.
Progress Notes Per Session
Tutors log what was covered, how the student performed, and what to focus on next. Notes are saved to the student record and visible to parents instantly.
Tutor Workload Management
See each tutor's session load for the week. Balance assignments and prevent burnout by distributing students evenly across your team.
Tutoring CRM questions
Related industries
Other trades using Smarfle to run their book of business.
Why businesses stay
A Florida company that treats you like a partner
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your tutoring business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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