Rather than bill you as books are obtained or events entered, I established a Books & Event Fees Account for each student. When first beginning lessons with me, each student will make a deposit in their B & E account to bring it up to the required balance. I will maintain a ledger in a spread sheet for each student in which I will show deposits made into the student’s account, deductions for items I purchase or fees I pay for the student and the current balance. Twice a year, at the beginning of the Fall & Spring semesters, I will email each student or students’ parents a report showing deposits, expenditures and the current balance (such a report may be requested at any time). If needed, a deposit will be made to bring the account back up to the required balance. Any unused amount in a given student’s account will be credited or returned should the student discontinue lessons.
My purpose for doing this is two-fold. This will simplify invoicing for you and me, since only in September & January will the invoice vary from the monthly tuition. It will also ensure that both the student and I know what has been spent beyond the tuition towards the student’s piano education.