Tutoring Software That Keeps Students Progressing and Parents Informed
Missed sessions, lost progress notes, and billing confusion frustrate parents and tutors alike. Smarfle keeps everything organized so learning never stops.
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
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.
Specialized tutoring solutions
The workflows every tutoring business lives or dies by, each with a dedicated guide.
Tutoring Scheduling Software
Book recurring visits, one-off jobs, and appointments on a shared calendar that the office and field both see.
Learn moreTutoring Billing Software
Recurring service plans on auto-pilot. Save customer cards, auto-charge monthly maintenance, stop chasing payments.
Learn moreTutoring Invoicing Software
One-click invoicing from completed tutoring jobs. Stripe payment links, aging report, and overdue reminders built in.
Learn moreIs Smarfle the right fit for your tutoring business?
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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.
Everything your tutoring business needs
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.
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.
Stop losing tutoring inquiries during back-to-school rush
First report card lands, parents call you and 2-3 other tutoring services. Whoever answers, qualifies, and books the assessment first wins the recurring engagement.
How AI Receptionist works- Back-to-school rush calls in August/September
- Pre-test-prep calls (SAT, ACT, AP exams) with deadlines
- Post-report-card calls when a parent is alarmed
- Specialty-subject calls (calculus, AP physics, foreign language)
- AI captures grade, subject, and goal before booking the assessment
Always on. Never misses an after-hours tutoring call.
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 3 users (1 owner + 2 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 →
Tutoring CRM questions
Related industries
Other trades using Smarfle to run their book of business.
Ready to run your tutoring business from one place?
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