User guide
Everything you need to know — from first-time setup to Premium features.
Tutor Ledger has four tabs at the bottom: Calendar, Clients, Ledger, and Settings. When you first open the app, go to Settings before anything else.
Go to the Settings tab (bottom right).
Tap "Language" to switch between English and 繁體中文.
Toggle "Client / Student Mode" to match your business — use "Student" for tutoring, "Client" for other services. This changes the label throughout the app.
Add the subjects you teach (e.g. Piano, Math, English). These appear as quick-select buttons when you schedule a class, so you don't need to type them every time.
Choose WhatsApp or iMessage (SMS) as your default for sending messages to clients.
Go to the Clients tab (second icon at the bottom). Tap the + button (bottom right) to add a new client.
Fill in:
- Name (required)
- Phone number — used for WhatsApp / iMessage (SMS)
- If the student is a child, toggle "Is this a child?" and fill in guardian contact details
- Address (optional) — enables a map navigation button on the calendar
After saving, the client appears in your list.
Tap a client → tap Buy Package → fill in the item name, amount, number of classes, and payment status. If marked as Paid, the classes are added to their balance immediately.
Go to the Calendar tab (first icon at the bottom). Tap the + button (bottom right) to open the scheduling form.
- Select Client — Tap to select one or more clients. You can search by name
- Class Time — Tap the time buttons to pick start and end time
- Class Content — Tap a template or type manually
- Repeat Weekly — Enter how many weeks to repeat this schedule 👑 Premium
Tap Save. The class appears on the calendar.
Tap any date chip at the top to jump to that day. Swipe left / right on the schedule area to go to the next / previous day.
Each class card shows two action buttons:
- Cash — The student pays cash for this single class. Enter the amount and confirm. The payment is recorded in the Ledger automatically
- Pkg (Package) — Deduct one class from the student's package balance
Other buttons on each card:
- Bed icon — Mark the student as absent (on leave)
- Note icon — Add or view notes for this student
- Map icon — Open the student's address in Maps (if address was entered)
- Message icon — Send a reminder message via WhatsApp / iMessage (SMS)
Long press a class card to delete it (if unconfirmed) or reset its status.
Go to the Ledger tab (third icon at the bottom). This screen shows:
- Monthly Revenue — total income this month
- Weekly Revenue — total income this week
- Pending — outstanding unpaid amounts
Below that is a list of all billing records. For each record you can:
- Tap Send Receipt — sends a receipt message to the client via WhatsApp / iMessage (SMS)
- Tap Follow-up — sends a payment reminder message
- Tap Payment Info — record the actual amount received and mark as settled
- Long press → Delete a record
Tap the export icon (top right) to export billing records as a CSV file for the current month or a custom date range.
The free version supports up to 15 clients / students.
Upgrade to Premium to unlock:
- Unlimited clients / students
- Weekly repeat scheduling
- Revenue distribution chart
- iCloud Backup & Restore
- Custom receipt, follow-up, and schedule message templates
To subscribe: go to Settings → scroll to the Premium section → tap Subscribe.
To restore a previous purchase: tap Restore Purchases.
- In Settings, you can customise the text of receipt, follow-up, and schedule messages under "Customise Receipt Msg", "Customise Follow-up Msg", and "Customise Schedule Msg".
- iCloud Backup is in Settings → Security. Restore is also there — warning: restoring overwrites all current data.
How do I switch the language?
Go to Settings → tap Language → select your preferred language. The app restarts the display immediately.
What is the difference between Client mode and Student mode?
It's the same app — only the label changes. "Student mode" uses the word "Student" throughout; "Client mode" uses "Client". Choose whichever matches your business.
How do I delete a client or student?
Go to the Clients tab → swipe left on the client's name → tap Delete. This also removes all their scheduled classes and billing records.
How do I edit or delete a scheduled class?
Edit: Tap the class card on the Calendar to open the edit form.
Delete: Long press the class card → confirm delete. Note: you can only delete a class that is still in "confirmed" status. If it has been settled (cash or package), long press to reset the status first, then delete.
I accidentally deducted a class. How do I undo it?
Long press the class card → tap Reset. This restores the deducted class back to the student's package balance and resets the card to "confirmed" status.
The student has no package balance — can I still deduct?
No. If the balance is 0, the app will show an alert asking you to purchase a new package first. Go to the Clients tab → tap the student → tap Buy Package.
What is the difference between Cash and Package (Pkg)?
Cash: The student pays for this single class in cash. A billing record is created in the Ledger with "paid" status.
Pkg: One class is deducted from the student's pre-purchased package balance. No new billing record is created — the record was already created when the package was purchased.
There is a schedule conflict warning — what does it mean?
It means you already have another class scheduled at the same time slot. You can either change the time or tap Confirm to force-save the overlapping class.
How do I send a WhatsApp message to a student?
On the Calendar, tap the green message icon on a class card. The app opens WhatsApp (or your chosen messaging app) with a pre-filled reminder message. Make sure the student's phone number is saved correctly in their profile.
How do I send a receipt after payment?
Go to the Ledger tab → find the billing record → tap Send Receipt. This opens WhatsApp / iMessage (SMS) with a pre-filled receipt message.
Can I customise the receipt and reminder messages?
Yes. Go to Settings → Customise Receipt Msg / Customise Follow-up Msg / Customise Schedule Msg. You can use placeholders: {name} for the client's name, {item} for the item, {amount} for the amount.
How do I export my billing records?
Go to the Ledger tab → tap the export icon (top right) → choose Export Current Month or Export Custom Range. A CSV file is generated and shared via the system share sheet (AirDrop, Files, email, etc.).
What is iCloud Backup?
Your data is stored locally on your device. iCloud Backup (Premium only) copies your database to your iCloud Drive so you can restore it if you change phones or reinstall the app.
To back up: Settings → Security → Backup to iCloud.
To restore: Settings → Security → Restore Data — ⚠️ this overwrites all current data.
Can I use TutorLedger without an internet connection?
Yes. All data is stored locally on your device. An internet connection is only needed for subscribing to Premium, restoring purchases, and sending iCloud backups.
Can I use the app on multiple iPhones with the same data?
iCloud Backup (Premium) allows you to manually back up and restore data across devices, but real-time sync between two devices simultaneously is not supported.
My data is gone after reinstalling. Can I recover it?
Only if you made an iCloud Backup before uninstalling. If so, go to Settings → Security → Restore Data after reinstalling. Without a backup, data cannot be recovered as it is stored locally on the device.
What is the free version limit?
The free version supports up to 15 clients / students. All core features (calendar, ledger, cash and package tracking) are available within that limit.
My Premium subscription is not showing after I paid. What do I do?
Go to Settings → scroll to the Premium section → tap Restore Purchases. This syncs your purchase history from the App Store.
How do I cancel my subscription?
Subscriptions are managed by Apple. Go to your iPhone Settings → tap your Apple ID (top) → Subscriptions → find TutorLedger → tap Cancel Subscription.