Calculate teacher payouts from lesson records

At month end, a teacher needs more than a total. The statement should show which lessons earned that amount, which rate the school used and how cancellations or attendance affected the result.

Intelligence Cloud builds the statement from lesson accruals so you can check the amount before paying the teacher. An accrued amount or an emailed statement does not confirm that money has been transferred.

Where the accruals come from

Publishing the schedule creates the initial teacher accruals. An unpublished draft does not enter this calculation. Canceling a lesson makes its row zero; attendance affects extra-student pay when that feature is enabled.

The amount does not wait for a separate “lesson completed” mark. Before paying, check the period, cancellations and attendance. Future published lessons are not proof of work already performed.

Teacher payouts require the relevant school feature. Teacher categories and extra-student pay are enabled separately.

1. Check the rate effective on the lesson date

Open Programs & pricing → Courses & prices, then the course. In its price list, check Rate, Effective from and Effective until.

The student price and teacher rate are separate amounts: one creates student invoice charges; the other creates teacher accruals. A student discount or payment does not replace the teacher rate.

If your school uses teacher categories, check the teacher’s category assignment on the lesson date and the course price for that category. Keep effective periods when changing rates so earlier lessons retain the appropriate rate. See the pricing and teacher rates guide.

2. Open the statement for the correct period

Open Finance → Teacher payouts, select the teacher and period, then click the statement row.

Our example follows Daniel Harris teaching English Teens A on the Conversation course. September 2026 contains 11 lessons. The teacher rate is 36 EUR and extra-student pay is zero.

The statement shows:

• Total lessons — 11: every row in the period, including cancellations;
• Payable — 9: lessons with an accrued teacher amount;
• Canceled — 2: lessons with zero accrual;
• Total payout — 324 EUR: the sum of the statement rows.

“Payable” does not confirm that money has been paid. It counts the lessons included in the calculation.

3. Compare the row amounts

In the group block, check the dates, lesson status and Net column. The screenshot contains all 11 rows from one period: nine amounts of 36 EUR and two cancellations, on September 14 and 21, at 0 EUR each.

9 × 36 EUR + 0 EUR + 0 EUR = 324 EUR.

Canceled lessons already contribute zero. Subtracting their value from 324 EUR again would reduce the accrual twice.

The general rule is statement total = sum of lesson accruals. Multiplying payable lessons by one rate works only when every payable row has that rate and there are no supplements. If courses, categories or rates differ, add the actual row amounts.

4. Check extra-student pay

Click the information icon beside a lesson amount to open Payout calculation. It shows the base rate, actual students present, students included in the rate, supplement and result.

On September 7, three students attended. Six are included in the rate, so there are no extra students and the lesson accrues 36 EUR.

When extra-student pay is enabled, add a supplement to the rate for each student present above the number included in the rate for a non-canceled lesson. If attendance does not exceed the included number, only the base rate accrues.

For example, a 30 EUR rate covering two students with 5 EUR for each additional student gives 35 EUR for three students present, or 30 EUR for one or two. This is a separate illustration of the rule, not an amount from the pictured statement.

The supplement counts attendance. Whether a student’s own lesson is chargeable or free does not change that count. Without extra-student pay enabled, attendance does not add to the base rate.

5. Share the checked statement

Under Document controls, choose Download PDF to check the file or Send payout to email it to the teacher. Sending requires the teacher’s email address and the school’s email feature. Check the delivery status afterwards.

Compare the total and lesson rows before sending. Sending a statement does not make a bank transfer or confirm receipt of money.

If the total differs from what you expect

• Check the teacher and payout period.
• Confirm that lessons are published and cancellations appear in their rows.
• Check the rate and its effective period; if categories are used, check the teacher’s assignment.
• Compare attendance, students included in the rate and the supplement.
• Add the row amounts when rates or supplements differ.

Correct the source records in the relevant application section, then check the updated calculation. A separate spreadsheet total does not replace that review.

For the same steps with application screens, see the teacher payout workflow. To set this up for your school, create a workspace.