Tutoring / test prep / private instruction software, built around IRS, E&O and prepaid session-package object with auto-decrement

Arkathos gives a tutoring a workspace tailored to how the work actually runs — This workspace is built around booking tutoring sessions and billing students/parents per-session or by prepaid package. Arkathos tailors a tutoring workspace around 4 agents: Quartermaster, Sentinel, Treasury, Herald.

Compliance a tutoring can't afford to miss

Watchtower tracks every license, bond, insurance policy, and continuing-education requirement for a tutoring, with renewal cadences and staged reminders so nothing lapses.

• A tutoring must maintain a General Business License, which renews every year.
• A tutoring must maintain a Local business license / business tax registration, through the Municipal or county business licensing office (city/county clerk), which renews every year.
• A tutoring must maintain a Home occupation permit (home-based tutoring), through the Municipal zoning / planning department, which has no fixed renewal cycle.
• A tutoring must maintain a Home Occupation Permit (if home-based), through the Local Zoning Dept, which has no fixed renewal cycle.
• A tutoring must maintain a Sales Tax / Seller’s Permit, through the State Dept of Revenue, which has no fixed renewal cycle.
• A tutoring must maintain a Zoning approval / Certificate of Occupancy (physical learning center), through the Municipal zoning & building department, which has no fixed renewal cycle.
• A tutoring must maintain a Background Check / Fingerprint Clearance, through the State Police / DOJ, which renews every two years.
• A tutoring must maintain a Fire safety / occupancy inspection permit, through the Local fire marshal / fire department, which renews every year.
• A tutoring must maintain a CPR / First Aid Certification, through the American Red Cross / AHA, which renews every two years.
• A tutoring must maintain a Employer Identification Number (EIN) & state employer registration, through the IRS; state division of taxation & department of labor, which has no fixed renewal cycle.
• A tutoring must maintain a Criminal background check / fingerprint clearance for staff working with minors, through the State Police & FBI via state child-protection background check program, which renews every 5 years.
• A tutoring must maintain a Professional Liability (E&O) Insurance, which renews every year.
• A tutoring must maintain a Mandated reporter / child abuse recognition & reporting training, through the State child welfare agency (e.g., CA Office of Child Abuse Prevention), which has no fixed renewal cycle.
• A tutoring must maintain a Written child abuse prevention / child-safety policy, through the Self-adopted per state youth-protection law (e.g., CA AB 506 / Business & Professions Code 18975), which has no fixed renewal cycle.
• A tutoring must maintain a Professional liability / educators errors & omissions (E&O) insurance, through the Private insurance carrier, which renews every year.
• A tutoring must maintain a General liability insurance, through the Private insurance carrier, which renews every year.
• A tutoring must maintain a Cyber liability insurance, through the Private insurance carrier, which renews every year.
• A tutoring must maintain a Workers' compensation insurance, through the State-regulated insurance carrier / state workers' compensation system, which renews every year.

Everything Arkathos runs for a tutoring

These are the agents set up first for a tutoring — and because it's one platform, every plan includes all 16 Arkathos agents. Also included whenever you need them: Guardhouse, Scribe, Courier, War Room, Armory, Marshall, Mint Warden, Vault Keeper, Watchtower, Bulletin Board, Client Portal.

• Quartermaster — Online booking & appointments, Calendar & availability, Events & waitlists, Automated reminders, Job dispatch & scheduling.
• Sentinel — Contact & lead management, Deal / estimate pipeline, Task & follow-up tracking, SMS & email outreach, Pipeline reporting.
• Treasury — Invoicing & payment collection, Expense tracking, Accounting & bookkeeping, Business tax prep & filing, Recurring billing & subscriptions, Financial dashboards & reports.
• Herald — SEO & get-found content, Social media scheduling, Email & newsletter campaigns, Brand voice & content studio, Review & reputation growth, AI-overview & directory visibility.

Your tailored tutoring workspace

These are net-new, tutoring-specific capabilities — not a generic CRM bolted onto your industry.

• Prepaid session-package object with auto-decrement (Treasury): Sell N-session packs (e.g. 10-session SAT pack) as a first-class object: invoice on purchase, decrement one unit per completed/attended session, show remaining balance per student, enforce a package-expiration date, and fire low-balance + expiry alerts so the parent re-ups before sessions run out. No current Invoices tab tracks a draw-down balance.
• Recurring weekly session series (Quartermaster): Book a student into the same weekday/time slot for a whole term in one action, auto-generating each weekly occurrence (with term-end and skip-this-week handling). Tutoring is almost entirely recurring standing appointments, which one-off Bookings don't model.
• No-show / late-cancel policy with auto-fee (Quartermaster): Attach a cancellation-window rule to each booking (e.g. 24h) and auto-raise a no-show or late-cancel charge against the student's package/invoice when violated, per a configurable per-tutor policy. Directly addresses the documented cancellation/no-show terms.
• Per-session progress reports to a parent portal (Client Portal): Structured post-session note (topics covered, homework assigned, mastery/progress rating, next exam date) that publishes to a parent-facing portal view, satisfying the 'parent portal for progress reports' keyTab. Distinct from internal Quartermaster meeting Notes.
• Minor parental-consent + FERPA-style private student record (Scribe): Intake captures parental consent for minors (and background-check acknowledgment for the tutor) via e-sign and stores the student academic record with restricted access, honoring the FERPA-style privacy expectation for working with minors.
• Test-prep exam-date countdown on the student record (Sentinel): Tag each test-prep student with their target exam (SAT/ACT/AP) and test date, surface a countdown and a session-pacing prompt so the tutor schedules enough sessions before the date. Turns a generic contact into a test-prep timeline.

The agents and tabs you get

Quartermaster for a tutoring surfaces Calendar, Bookings, Availability, Waitlist, Chat. Sentinel for a tutoring surfaces Contacts, Overview, Tasks, Chat. Treasury for a tutoring surfaces Invoices, Transactions, Financial sheet, Chat. Herald for a tutoring surfaces Get found, Directories, Compose, ✦Studio, Schedule, Brand voice, Chat.

Frequently asked questions

what software do tutors use to run their business

Most tutors combine scheduling, billing and student-management tools (TutorCruncher, Teachworks, TutorBird) with Zoom and Stripe. All-in-one platforms like Arkathos bundle scheduling, invoicing, CRM, payroll and marketing under flat pricing.

best scheduling and payment software for private tutors

Popular picks are TutorBird, Calfrenzy, Koalendar, Teachworks and Bookeo—they book lessons, send reminders and collect payments via Stripe. Arkathos combines scheduling with invoicing, CRM and books in one flat-priced platform.

how much does tutoring management software cost per month

Solo-tutor tools run about $15-$50/month (TutorBird from $14.95, Teachworks from $16.49 plus per-lesson fees); multi-location centers can pay hundreds up to $2,000+. Arkathos uses flat pricing with no per-seat fees.

how do i invoice parents and track tutoring hours

Log each session's date, duration, subject and rate, then send weekly or monthly invoices, ideally recurring with payment reminders. Arkathos auto-generates recurring invoices, tracks hours and prepaid session packages, and chases unpaid balances.

do i need an llc and insurance for a tutoring business

Neither is legally required to start; a sole proprietorship works early on. Many form an LLC and add general liability insurance (~$300-600/year) once earning steadily or hiring tutors. Arkathos tracks entity setup and compliance deadlines.

how do i pay my tutors and run payroll for a tutoring center

Track each completed session and pay per-subject or hourly rates, revenue-share, or salary; software auto-calculates payouts. Arkathos handles tutor payroll, varied rates, tax filings and payments alongside your scheduling.

how do i get more tutoring clients

Optimize your Google Business Profile for "tutor near me," collect reviews, run referral programs, and time campaigns to back-to-school and exam seasons. Arkathos handles reviews, local SEO, email/SMS marketing and lead tracking.

do i need a crm for my tutoring business

A CRM tracks inquiries, follow-ups, source and conversion so slow replies don't lose bookings. Arkathos includes a CRM that captures leads, automates follow-ups and reports cost-per-booked-client, with no separate subscription.

is there free tutoring management software or do i have to pay

Free tools exist (Google Calendar, basic schedulers) but hit limits on billing, payroll and multi-tutor scaling. Paid all-in-ones consolidate them; Arkathos replaces several point tools with one flat-priced platform.

What licenses and insurance does a tutoring need?

Arkathos tracks 18 items for a tutoring, including General Business License, Local business license / business tax registration, Home occupation permit (home-based tutoring), Home Occupation Permit (if home-based). Each renewal and expiration is monitored in Watchtower with staged reminders.

Which Arkathos agents does a tutoring get?

Arkathos tailors a tutoring workspace around 4 agents: Quartermaster, Sentinel, Treasury, Herald.

How is the Arkathos workspace tailored for a tutoring?

Beyond the standard tools, Arkathos builds tutoring-specific features: Prepaid session-package object with auto-decrement; Recurring weekly session series; No-show / late-cancel policy with auto-fee.

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