Billing Policies + Procedures

DEPOSIT

  • We require an initial deposit that is equal to two sessions.

  • Please note that this deposit is not a payment for your first two sessions; it will be returned when you discontinue tutoring, or applied to your final invoice(s) -- with advance notice.


BILLING

  • If you need to update your payment method, you may login to LearnSpeed and update it directly, or give us a call. If you have not activated your LearnSpeed account, let us know and we'll resend the invitation. Check your spam folder in case it landed there.

  • You will receive two emails from LearnSpeed: the first one is an invoice; the second one is your payment receipt.

  • The invoice is usually sent within 48 business hours of your student’s tutoring session.

  • We will charge the payment on file within 1 or 2 business days of the invoice. If the payment is successful, you will receive the payment receipt. If not, you will receive an email indicating that payment has failed and to please update your card.

  • Balances that remain unpaid for one billing cycle (two weeks) are subject to a late fee of $30 per cycle and CANCELLATION of services.


INCORRECT CHARGES OR QUESTIONS

If you find an error on your invoice or receipt, please don’t hesitate to email or call Teresa; she will be happy to make any adjustments and/or issue a credit as needed. Please note that billing delays may occur during holidays and summer, and invoices and payments can take up to a week to process.


CANCELLATION

  • We require 24 hours cancellation notice to avoid charging you for a missed tutoring session.

  • You can cancel a session through your LearnSpeed account (navigate to the calendar page).

  • We can make an exception for one (1) late notice cancellation or no‐show per academic school year, for which we will bill you 50% of your session fee.

  • Any sick cancellations within 24 hours will also be billed at 50% of your rate.

  • If you are having difficulty canceling online, please email both the tutor and the front desk. The tutor’s email is included in your welcome email.

  • If you would like to cancel ALL future sessions, please email the front desk.

  • If you cancel more than 3 sessions in a row, your account will be flagged and you may lose your tutoring time slot. 

  • Cancellation must be initiated by a parent and confirmed by a CM administrator.

  • If you are cancelling a Sunday or Monday session, you must notify your student’s tutor directly via email 24 hours before the scheduled session, and copy admin@classroommatters.com. Tutor email addresses are provided with your welcome email.


OTHER BILLING ITEMS

  • We ask that all families have a payment on file for automatic billing. If you prefer another option, then manual billing is subject to an additional fee.

  • Bounced checks will be subject to a $30 fee.

  • Split billing is available at an additional fee.

  • Payments from a 3rd party (regional centers, etc.) are accepted. This option is subject to an additional fee.

  • If you prefer not to receive invoices or payment receipts via email, let us know.


SESSIONS WITH TUTOR

Additionally, we’d like to inform you that depending on the timing of the session, your child and their tutor may be alone at the center during the session. All of our tutors undergo a thorough background check and we fully trust them. Please let us know if you have any questions. We’d be happy to review your student’s situation with you personally.


Contact Us

Teresa Pham-Lac
Director of Finance + Workshops
teresa@classroommatters.com or billing@classroommatters.com
510-540-4850