Custom Spreadsheet Solution for Online Tutoring Business
Client Profile
Industry: Online Tutoring & Education Management
Project Scope: Custom Google Sheets/Excel solution for managing student
support, invoicing, tutor payments, and financial summaries with tax
calculations.
Project Overview
The client approached us with a need for a comprehensive spreadsheet to streamline their online tutoring business. They were previously using a basic spreadsheet but required an advanced solution capable of handling thousands of past and future records efficiently.
Key Requirements:
✔️ Student Support Activity Tracking (Invoices, Status, Due Dates, Payments, Tutors, Revenue Calculation)
✔️ Automatic Financial Summaries (Income, Expenses, Tax Calculation Based on Australian
Fiscal Year)
✔️ Database Integration (Students, Colleges, Tutors) with VLOOKUP Auto-Fill
✔️ Sorting & Filtering (Customizable Views for Due Dates, Status, College, and
Unit Names)
✔️ Payment and Assessment Statuses (Color-Coded for Easy Identification)
✔️ Monthly & Annual Reports (Income, Expenses, Taxable Revenue, Business Expenses Overview)
✔️ Customizable Tax Calculation (GST, Deductibles, Fiscal Year Adjustments)
Development Process & Challenges
1) Initial Consultation & Requirement Gathering
The client provided a detailed breakdown of their workflow, emphasizing the need for real-time financial tracking and tutor payments.
2) Prototype Development
A draft spreadsheet was created, integrating all required columns and financial calculations. Features included drop-down selections, conditional formatting, and automated data pulling.
3) Client Feedback & Enhancements
🔹 Added Sorting & Filtering Features for Better Data Management
🔹 Implemented Status-Based Color Coding for Improved Tracking
🔹 Adjusted Monthly Overview Charts to Display Expenses Instead of Student Income
🔹 Enhanced Tutor & College Databases with Additional Fields (Emails, Locations, Contact Info)
🔹 Ensured Only 'Paid' Entries Contributed to Revenue Calculations
4) Final Delivery & Client Approval
The final version of the spreadsheet incorporated all requested updates, with a user-friendly design and clear instructions for seamless usage.
Client Testimonial
💬 "Hi! You legend! I trialed the spreadsheet with real data, and it's absolutely amazing! The instructions were super clear, and the added functionalities make my workflow so much smoother. Sorting, filtering, and automated calculations have saved me so much time! Thank you so much for your incredible work!"
✅ Automated Revenue & Expense Tracking
✅ Tax Calculation Aligned with Australian Tax Laws
✅ Comprehensive Sorting & Filtering Capabilities
✅ Color-Coded Status System for Easier Management
✅ Drop-Down Selection & Auto-Filled Data for Accuracy
✅ Dynamic Monthly & Annual Financial Summaries
Conclusion
This project showcased our ability to transform a complex manual process into a seamless, automated system tailored specifically to the client’s needs. The final spreadsheet not only improved efficiency but also provided valuable insights into the client’s financial performance, helping them make data-driven decisions with ease.
📩 Need a custom spreadsheet solution? Contact us today!
