Tutoring CRM software
Tutoring CRM software built around the family rather than the single student. Recurring sessions schedule across siblings, progress notes reach parents in a portal, and one statement covers the household.
42
38
$4,600
35
Ethan Miller
SAT Math Prep
Sophia Zhang
AP Chemistry Tutoring
Aiden Brooks
Reading Comprehension (Grade 4)
Maya Patel
Spanish Conversation Practice
Software a tutoring business runs on
Smarfle schedules recurring sessions across students, puts progress notes in a parent portal, and bills a family with three students on one statement. Parents pay for sessions and stay for progress they can see, whether you tutor alone or run a full center.
Tutoring scheduling software
Your lessons run weekly through a term and then stop dead for the holidays, and a calendar that does not know that needs maintaining every few weeks. Smarfle lays the term out with the breaks already excluded and lets parents move a lesson themselves.
Learn moreTutoring billing software
Billing per lesson means messaging a parent every week about money. Smarfle holds the monthly plan on the family with a card on file, so the arrangement runs and the lessons are what you actually discuss.
Learn moreTutoring invoicing software
You teach lessons on trust and invoice them from a diary. Smarfle logs each lesson against the student as it happens and invoices the block with those lessons printed on it, so a parent can match what they are paying against their own calendar.
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 and Google Business Profile
Parents trust other parents. Review requests after grade improvements build the local proof that fills fall enrollment.
Website and 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.
CRM plans that grow with your tutoring business
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient tutoring business looks like
Parents renew based on what they can see, and most of what you do happens where they cannot. A student improving quietly looks identical to one who is not.
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.
Every tutoring call, handled your way
Parents call at the end of the school day, which is when you are teaching. Text-back covers it and the reply arrives as a lead with the conversation attached.
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.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a tutoring engagement flows through Smarfle
A parent enquiry becomes a recurring session block with progress the family can actually see. Here is the path.
- 1
Parent inquiry lands
A parent enquiry opens a client record with the student's grade, the subject, and the goals the family described.
- 2
Assessment booked
Calendar slot for the assessment. Custom fields track current grade level, learning differences, and target outcomes.
- 3
Session block sold and scheduled
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.
Smarfle fits some tutoring businesses better than others
Recurring session blocks are what this handles. One-off exam cramming alone will not need it.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a tutoring business
Teaching is the easy part. Scheduling across students, collecting from families, and filling the next term are the rest.
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 structure for every session
Everything about a student that matters, which is the exam date, the level, what was covered last week and what still needs doing, tends to live with the one tutor who teaches them. The moment that tutor is sick, on holiday or teaching at your second location, you find out how much of the business was never written down.
A tutoring business is only as transferable as the notes it keeps about the students it teaches.
Grade level and exam date, permanent
School, grade level and the exam a student is working toward decide how you plan every session. Put each on the student record as a field you set up, typed as writing, a figure, an exam date or a dropdown, and no family gets asked for it twice.
A lesson outline stored on the service
The diagnostic, the goal conversation, a sample problem set and the recap home are what makes a trial lesson worth repeating. Attach that outline to the service, and each session generated from it gives the tutor those same items to tick.
Tuition taken from the card on file
A parent hands over a card once at sign up and Stripe holds on to it, so term fees leave on their own schedule and nobody chases a family at the door. Every charge that goes through writes its own bill, which is what keeps your collected figure honest without a spreadsheet.
Two centers, one calendar each
Tutors belong to the center they teach at, and each center books into a calendar of its own behind a number parents can reach. Narrow the view to one center and the other center's sessions are out of the way.
Get more students for your tutoring business
Tutoring lead generation
Students who stay for a school year are recurring revenue from one inquiry. Smarfle finds the parents searching in your area and sends the subject and the grade level with the request, so you know whether you have the right tutor before you reply.
Flat pricing per accepted lead
Tutoring leads run about $20 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what subject and what level, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Questions from tutoring owners, answered plainly
Related industries
Other trades using Smarfle to run their book of business.
Switching to Smarfle from other tutoring software?
Nobody hands you a help page and wishes you luck. Families, the students under them, contact details and what each account owes are carried over by our staff, working from a file your current software exports, and every tutor is invited to a login one after another. The staff doing it work in the US and stay with you through the first term on the new system.
Why businesses stay
Who you are buying from
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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