In every profession, there will be challenges. One particular challenge for piano teachers is being paid on time. And while the lovely bits of teaching piano far outweigh the headaches, this is one particular problem that seems to plague us all.
But, as with any problem, there are solutions. As the owner of a 350 student music school, I’ve had lots of practice in this regard… and after 16 years I’ve learned that the following 5 tips are really helpful when organizing the way you are paid.
Payment Solutions for Piano Teachers
1. Be Professional in your Billing: In order for your clients to take your payment “rules” seriously, you need to provide an invoice in a professional way. This means it must be in writing and it must be both visually attractive and easy to read. Find a template of an invoice you like and use this with all of your students each time you are requesting payment. Include your business name, the date you are providing the invoice, the date you require payment by and if you have them, late fees (and at what date the late fees will apply).
2. Offer More Than One Payment Method: Nowadays there are many ways you can accept payment: cheque, cash, pay-pal, online, by credit card or by debit card (if you have an iPhone and a device like this one). It’s important to offer your clients more than one way to pay. In a best-case scenario offer them a physical method of payment and a digital way of payment. This way, if they’ve forgotten their physical method of payment they can still provide the digital method to you once they arrive at the lesson and you then avoid the “I’ll bring it next week” that comes with the potential to forget again.
3. Provide a Reminder via Text or Email: Sending a reminder is always a good idea. The most effective way to do so is by text or email. Consider using this program to do so. Send your reminder the day or night before your payment is due to avoid being forgotten in the craziness of the week.
4. Keep it Simple: You’ll have greater success if you bill your clients in a predictable way every month rather than having the amount vary or change each month. If they know they owe you $80 every month they’re more likely to remember than if October is $67.50, November is $82.25, and so on. Implement a payment system where you can have an equal monthly payment and keep things simple.
5. Work on Relationship Building: If you regularly maintain relationships with your clients, are “in touch” often about non-payment related topics, and have done these things we suggest here, then you’ll likely end up with fewer payment problems. It’s more difficult to not pay someone whom you really like and feel connected to. Think of how badly you feel when you owe a dear friend money… it weighs on you and you’re likely to pay up right away.
Learn To See The Big Picture
This is a common piano teaching problem… and because it is so common you’re likely to have those who, even after implementing these 5 tips, will continue to be late on payments. However, this is not just a piano teaching problem! A large part of running a business means collecting money. Almost every business has to deal with the same thing.
By dealing with payment collection in a matter of fact, organized and professional manner, and learning to see the big picture in terms of headaches vs. rewards of teaching, you can ease your stress considerably.
Rebecca Brown says
I do all of those things. What made the biggest difference, though, was finally giving in to the idea of charging a late fee. At first, I just charged $5. But that amount was too easy for people to give up. All of the same people still paid late. Another teacher recommended that I increase it to $20. That fixed the problem immediately. I went from 10-15 late pays to 2 the first month.
A note about about accepting credit cards and online payments. …. The fees add up quickly. And the money may take 3-5 days to transfer to your account. I was horrified to see how much I had paid in fees at the end of one year. … and how many times I had paid a bill late because the money was not available in my account yet. I still accept online payments. But now, I charge the fee back to the student. Rather than raise everyone’s tuition to cover the expense, only those using this convenience are paying for it. I have received no complaints.
Carroll says
I do all of these things. I have one woman who is a lawyer and she refuses to pay the late fees hates me late every month she just ignores it. I love her girlfriend that the only reason that I kept some. Any suggestions?
Carroll says
lots of typos in that last one. She doesn’t hate me. & I love her two girls. They are very sweet and I had to drop them. Sorry for the typos I’m not goodgood at texting
Tara Johnson says
I am not teaching right now but I did have a studio with 30 students give or take…
I started offering a discount to those who paid on or before the FIRST lesson of each month. THIS was a huge incentive to many families. I also, started putting up a little ‘paper tent’ reminding them it was the first of the month! It was ‘classy looking’ and most parents really seemed to appreciate it. ESPECIALLY when the first lesson of the month came later than the first two days!
Rebecca says
Great advice as usual! One question for all you great piano teachers: what do you do if the payer doesn’t bring the student (I have several who walk over alone after school and leave the same way). Do you send them back and refuse to give a lesson if they don’t bring payment? Or do you give the lesson and pester the parent later?
Karen Van Sickle says
I also currently (and many in the past) who walk directly from school to my house. Some parents send payment in the mail; others paper clip in their students’ notebook. I have in the past provided self-addressed envelopes for those parents or taped an envelope in the front of the notebook for communication to parents. Surprisingly, it is usually NOT those particular parents who I have trouble with. I think they have to be a little more organized since students have to take their piano books to school.
Lynn Monteiro says
I ask upfront for 10 postdated cheques of an equal amount…dividing total fees by 10 – due the first lesson of the year. This saves a great deal of time and stress…however, there are always those final few families who resist. I guess the late fee is looking more and more necessary.
Debbie Federer says
I send a text reminder during the week prior to the first lesson of the month. This seems to work pretty well. I’m also starting to send invoices now so that I can keep this record.
Mary says
I ask for the 10 post -dated cheques as well, but if a student decides to quit, parents can then cancel cheques. Has anyone requested certified cheques?
Barry Waterfield says
I teach as part of an associate of three and we use a contract based upon the template drawn up by the ISM London.We offer three types of contract , one off lessons,( these are the most expensive ) Flexi Lessons , where the parent can reschedual,( these work out at 12.50 per lesson ) and Fixed Terms where lessons not taken are lost.The only exception to this last mentioned is if the pupil is seriously ill or in hospital, then we suspend the term but we do require a doctore note. The price depends upon which you choose but Fixed terms are the least expensive reflecting the fact that they are fairly rigid. We charge ten weeks in advance and we offer a small discount for paying before or on time. This is far better than making a late charge, which is a poisoness way of doing business. If a pupil or parent does not renew we take it they are closing the contract. If they are in financial diffiiculties and contact us , we try to find a solution, failing that the contract is cancelled.