Billing, Payments
& Refunds Policy
At Better Tuition Academy, we design our billing processes to be simple, transparent, and supportive of consistent progress.
Clear payments and predictable schedules allow us to secure the best tutors, reserve your child’s preferred timeslot each week, and maintain the high standard of service families expect.
This section explains how payments work and outlines ways families can save on their tutoring costs while ensuring stability and continuity throughout the term.
Billing & Payments
1. Lesson Packages (Recommended)
Most families choose our prepaid lesson package option because it offers the highest value and the most consistency for students.
Term Package Benefits
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Discount on all lessons
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More consistent learning leading to better student outcomes
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Price Lock Guarantee (your rate stays the same for as long as you continue the lesson packages)
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Priority rebooking window at the start of the year (returning students only)
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Simplified billing – 1 invoice, 1 time. No fortnightly invoices
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Built-in flexibility: As a package member, you get one free late cancellation each term (up to 48 hours before your lesson) so you’re covered when life gets busy. Only cancellations within 2 hours of your lesson are billed.
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Lesson credit rollover year after year
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Strategy and results sessions with our experienced educators for every 8 attended lessons (Approx 15-20 minutes in duration via phone call)
Payment Timing
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Lesson packages can be purchased at any time throughout the year
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To purchase a lesson package, please notify our operations team
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All invoices have a 7 day due date
2. Fortnightly Payments (In Arrears)
Families who prefer flexibility may pay for lessons after they occur, every second Tuesday.
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Invoices are issued fortnightly on Tuesdays
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Payment is due within 7 days of the invoiced date.
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This option does not include lesson package discounts or guaranteed pricing
Families may switch to a lesson package at any time.
3. Payment Methods
We invoice you for our services and we offer multiple convenient payment methods:
Preferred: PayID (No Fees)
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Fast, secure, and fee-free
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Helps keep costs as low as possible for families, and for BTA
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Simply use our ABN (60 368 962 309) in the PayID field from your banking provider.
Direct Debit (No Fees)
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Automatic and simple
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Seamless for families who prefer hands-off billing
Credit/Debit Card (Processing Fees Apply)
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Fees are passed on at cost
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A convenient option when needed
Bank Transfer
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Name: Better Tuition Academy
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BSB: 062 295
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Account Number: 1052 8820
Note: If a direct debit or card payment fails, any bank or processing fees charged to BTA may be passed on to the family. This can occur if your chosen payment method has insufficient funds.
4. Late Payment Policy
Clear and timely payment helps us reserve tutor timeslots and minimise disruptions.
If an invoice becomes overdue:
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10 days overdue → $10 late fee
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17 days overdue → another $10
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24 days overdue → another $10, to a maximum of $30 of late fees.
We notify families when invoices approach overdue status, multiple times, through both email and SMS.
If invoices remain unpaid, lessons will be cancelled until the amount overdue is settled.
Why do late fees exist?
Late fees cover the additional administrative time required to follow up overdue accounts and maintain tutor scheduling.
5. Annual Price Increase Clause
Lesson fees may increase annually to reflect rising tutor wages, program improvements, and operational costs. Families will be notified at least 14 days before any annual price adjustment.
Families on lesson packages remain protected by their Price Lock Guarantee.
Late Payment & Annual Price Increases
Price Lock Guarantee & Credit Expiry
6. Price Lock Guarantee (Lesson Package Customers Only)
Our Price Lock Guarantee protects families from future price increases as long as they continue purchasing lesson packages.
Package customers lock in the lesson rate they originally paid, even if standard BTA prices increase, unless the student moves from Year 6 → Year 7 or Year 10 → Year 11, where program changes require an updated price.
This guarantee is available exclusively to families who remain active package customers.
6.1. Which Packages Qualify?
All package sizes qualify:
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10-lesson package
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20-lesson package
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50-lesson package
As long as a family continues buying packages within the conditions below, the price lock remains active.
6.2. How the Price Lock Stays Active
Your price lock remains in place as long as:
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You always have an active package OR purchase your next package within 30 days of finishing your previous one, AND
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You continue attending lessons without taking a prolonged break (defined below), AND
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You do not switch to fortnightly billing.
This applies whether you buy 10, 20, or 50 lessons at a time.
6.3. When the 30-Day Window Starts
The 30-day countdown begins on the later of:
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The date you use your final lesson in a 10/20/50 lesson package, OR
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The date of your final scheduled lesson if lessons stop before the package is fully used.
6.4. What Counts as a “Break” (and Ends the Price Lock)
A break occurs when:
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More than 30 consecutive days pass without:
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attending lessons and
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purchasing a new package.
School holidays do not count as a break.
Switching to fortnightly billing, even temporarily, also ends the price lock. After the price lock ends, future packages will be charged at the current public rate.
6.5. Examples
✔ Example 1 — 50-Lesson Package Spanning Multiple Terms (Price Lock Continues)
A family purchases a 50-lesson package in February. Lessons run throughout Term 1 and Term 2, with a normal break during the NSW Autumn school holidays. Their final lesson from the package occurs on 20 August. They purchase their next package on 5 September.
Although several months have passed, the time between using the last lesson (20 August) and purchasing the next package (5 September) is well under 30 days.
👉 Price Lock Continues, as NSW school holidays do not count toward the 30-day limit.
✔ Example 2 — 10-Lesson Package Ends Mid-Term, New Package Purchased Quickly
A family completes a 10-lesson package on 10 May. They purchase a new package on 25 May. This is a 15-day gap, entirely within the school term.
👉 Price Lock Continues, because the gap is under 30 days.
✔ Example 3 — Break Longer Than 30 Days (Price Lock Ends)
A family’s final lesson takes place on 1 March. They do not buy a new package or attend lessons again until 15 April. Although April includes part of the NSW Autumn school holidays, the break from 1 March → 15 April contains more than 30 days of non-holiday time.
Calculation:
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March 1–31 → 31 days
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April school holidays begin later in April
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Total counted gap exceeds 30 days
👉 Price Lock Ends.
✔ Example 4 — Long Summer Holiday Gap (Price Lock Continues)
A family finishes their package on 5 December, just before the NSW Summer Holidays.
They resume lessons in late January, purchasing their next package when lessons restart.
Although this break is around 6–8 weeks, it occurs mostly over the NSW Summer school holiday period.
👉 Price Lock Continues, because NSW school holidays do not count toward the 30-day rule.
✔ Example 5 — Exam Block or Travel Break (Price Lock Continues)
A family completes their package on 10 August. Their child takes a 3-week break for exams or international travel. Lessons resume on 5 September, when they buy a new package.
The counted gap is 26 days, and there are no school holidays during this period.
👉 Price Lock Continues, because the break is under 30 days and is considered a normal academic interruption.
7. Credit Expiry (12-Month Validity)
All unused lesson credit on lesson packages remains valid for 12 months from the last purchase date.
This gives families flexibility while ensuring credit remains tied to active learning plans rather than long periods without tutoring, which can negatively impact student progress.
In special circumstances (e.g., medical or compassionate grounds), expiry may be extended at BTA’s discretion.
You will be notified at least 30 days prior to credits expiring.
8. Refund Policy
Refunds for unused lessons in a package are available only when tutoring is fully discontinued, as partial refunds mid-term affect scheduling stability and package pricing.
To request a refund, simply contact our operations team who will contact you to ensure:
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Your account is finalised correctly
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Any outstanding lessons are clarified
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We understand your reason for leaving (so we can improve!)
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We can support a smooth transition if returning in the future
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We can confirm your bank account details for the refund.
A phone call is recommended but completely optional, refunds can be processed entirely via email if preferred.
Refundable Items
Families may receive a refund for:
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Unused lessons from a prepaid lesson package
Non-Refundable Items
The following cannot be refunded:
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Promotional credit
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Expired credit
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Late fees
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No-show or late-cancellation fees
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Administrative fees (if applicable)
These non-refundable items are standard across tutoring and education service providers.
How Refunds Are Calculated
Refunds for unused term lessons are based on the lesson rate that you paid when you purchased the lesson package.
Refund Policy
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