Stop Chasing Payments:
Switch to Monthly Billing in One Afternoon
The complete toolkit that shows you exactly how to transition to monthly billing – with done-for-you calculations, email templates, a step-by-step timeline and simple professional responses to frequently asked parent questions.
You know monthly billing would make your life easier. You've read about it, maybe even convinced yourself you'll "sort it out next term."
But where do you actually start?
How do you calculate the monthly fee without short-changing yourself?
What do you say to parents who question why they're paying in August?
And how do you explain the maths when someone asks?
Here's the thing: most teachers spend 3-5 hours (or more) trying to figure this out on their own – creating spreadsheets, drafting emails, second-guessing their calculations, and hoping they haven't made an expensive mistake.
What if you could have it all done for you this afternoon?
What You'll Get:
The Monthly Billing Transition Toolkit gives you everything you need to make the switch confidently and professionally:
Monthly Billing Transition Timeline
Your complete checklist showing exactly what to do and when – from two months before the switch right through to your first payments. No guesswork, no forgotten steps. Just tick them off as you go.
Monthly Fee Calculation Tool
The interactive PDF page that works out your figures for you. Input your current lesson fee and number of lessons per year, and it calculates your monthly rate, adjusted hourly rate, and handles the tricky scenarios like students starting or leaving mid-year. (This alone would take you hours to create and validate.)
3 Professional Email Templates
Copy, paste, and customise ready-to-send emails for:
Your initial announcement to families
The reminder before invoices go out
Final invoices when students leave
Each template explains the change clearly and handles parent concerns before they're even raised.
Complete FAQ Response Bank
Detailed answers to every question parents actually ask about monthly billing – from "Why are we paying in August?" to "Can we pay termly instead?" You'll have confident, professional responses ready to go.
Bonus: Direct links to complementary resources Including the free Studio Policy Agreement Template and the full "Stop Chasing Payments" blog post for additional support.
The Real Cost of Not Switching:
Let's be honest about what termly billing is actually costing you:
Time: Chasing late payments, sending reminder emails, following up with parents who "forgot"
Cash flow stress: Those income dips during school holidays when you're still paying your bills
Mental energy: The awkward conversations, the guilt about asking for money you're already owed
Admin burden: Creating invoices three times a year instead of setting them up once
Most teachers who switch to monthly billing report:
Majority of payments arriving automatically on the 1st of the month
Far fewer people to chase (and those who are late pay more quickly)
Significantly reduced admin time through automated recurring invoices
More predictable income throughout the year
Why This Toolkit Works:
It's not just information – it's implementation.
You're not getting a vague "here's how monthly billing works" guide. You're getting the exact tools and templates to actually do it, with figures that work for your studio and emails written in a warm, professional tone that maintains your relationships with families.
Everything is interactive and ready to use:
Tick off tasks on the timeline as you complete them
Input your figures directly into the calculation tool
Click through to access additional free resources
Copy and paste email templates straight into your inbox
No printing required. No separate spreadsheets. No starting from scratch.
This Is For You If:
✅ You're tired of chasing payments every term
✅ You want predictable monthly income instead of feast-and-famine cycles
✅ You know monthly billing makes sense but you're not sure how to calculate the fees
✅ You need professional email templates that explain the change clearly
✅ You want to implement this before next term (but you need it to be straightforward)
✅ You're not particularly confident with numbers and want the maths done for you
Your Investment:
The Monthly Billing Transition Toolkit is £12.
That's less than you charge for a single piano lesson – for a system that will save you hours of admin every term and transform your cash flow for years to come.
Delivered immediately as an interactive PDF. Compatible with all devices.
Frequently Asked Questions:
Do I need any special software?
No. The toolkit is delivered as an interactive PDF that works on any device. You can complete the calculation tool and tick off the timeline directly in the PDF.
What if I'm not switching until next year?
Perfect. You'll have everything ready to go when you need it, and you can review the materials at your own pace.
I'm not very good with numbers – will I be able to do the calculations?
That's exactly why the calculation tool exists. You just input your current lesson fee and number of lessons per year. The tool does all the calculations for you, including the complicated scenarios like students starting or leaving mid-year. There is also a page explaining the calculations being done so you can feel confident in knowing your numbers are correct.
Can I edit the email templates?
Absolutely. They're designed to be customised for your studio. You'll copy the text and adjust the details in square brackets to match your policies and dates.
What if my parents have questions I haven't thought of?
The FAQ response bank covers all the common questions parents actually ask, from payment timing to holiday months. You'll have confident answers ready.
Is this only for UK teachers?
The principles work anywhere, though the examples use UK term structures. The calculation tool works with any currency.
What happens once I’ve switched, won’t this be useless?
No, that’s the great thing! The calculation tool will continue to provide value every year as you reasses your rates and use the percentage increase tool to quickly work out your new figures.
Also, the FAQ Responses will continue to be useful for dealing with any questions from new students/ families and as you approach holidays (which is when questions tend to crop up).
Ready to Stop Chasing Payments?
You could spend the next few weeks trying to piece this together yourself – creating spreadsheets, drafting emails, second-guessing your maths.
Or you could have everything ready to go this afternoon.
About Victoria
I'm Victoria Clark, a piano teacher, wife, and mother of two with a passion for helping music teachers develop sustainable, profitable teaching practices.
I switched to monthly billing several years ago, and it genuinely transformed my studio. Seeing the majority of payments arrive automatically on the 1st of each month – without chasing, without awkward conversations – gave me back hours of time and significant peace of mind.
I created this toolkit because I remember how overwhelming it felt to figure out the calculations and explain the change to families. You shouldn't have to start from scratch when someone's already done the work.