Document Overview

General Overview

Advanced Invoicing for Multi-Tutor Businesses

Understanding Invoicing Subscription Plans

Introduction | Invoicing by Evallo

Getting Started

Understanding Transaction Fees When Processing Invoices

Understanding Invoice Statuses

Understanding Automated Invoicing

Overview of All Invoicing Features

Understanding Manual Invoicing

Managing Invoices

Processing Refund Requests for an Invoice

Editing Existing Invoices

Bulk Invoice Generation for Multiple Families

Splitting Payments for a Manual Invoice

Payment Processing

Canceling an Invoice and Handling Overdue Payments

Transaction Reconciliation: Matching Payouts with Invoice Payments

Understanding Payouts: How Businesses Receive Funds

Understanding Auto-Deduct to Collect Payments from Families

Accepting Payments: How Parents and Students Can Pay Invoices

Managing Families

Managing Credits for Families

Managing Families and Billing Plans

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Calendar

Managing Families and Billing Plans

All Products

Invoicing

Managing Families and Billing Plans

All Products

Invoicing

Managing Families and Billing Plans

Managing Families and Billing Plans

Managing Families and Billing Plans

This article covers the all families page, default billing settings, and viewing family history.

Managing families effectively involves:

automated invoicing for tutors

  • Using the All Families screen to search, filter, and access family details.

  • Configuring Family Defaults to define billing plans, payment methods, and credit usage.

  • Understanding dependencies—how changes in family settings affect invoicing, payment collection, and student sessions.

This guide walks you through every aspect of managing families, ensuring smooth billing and payment processes for both businesses and parents.

Navigating the All Families Screen

The  All Families screen is your main dashboard for managing family billing preferences. Here, you can:

View all families registered in your system.

  • Search for a family by parent name, email, or student name.

  • Filter families by billing plan or outstanding balances.

  • Click on the name of the primary lead for the family to access their Family Defaults page. Alternatively, you can click on the Set Family Defaults button and then select a family from the dropdown.

  • Use the Bulk Actions dropdown to configure multiple families at once.

To access this screen, go to All Families from the sidebar. If you need to adjust an individual family’s billing details, simply click on their name to open their settings.

Navigating the All Families Screen

The  All Families screen is your main dashboard for managing family billing preferences. Here, you can:

View all families registered in your system.

  • Search for a family by parent name, email, or student name.

  • Filter families by billing plan or outstanding balances.

  • Click on the name of the primary lead for the family to access their Family Defaults page. Alternatively, you can click on the Set Family Defaults button and then select a family from the dropdown.

  • Use the Bulk Actions dropdown to configure multiple families at once.

To access this screen, go to All Families from the sidebar. If you need to adjust an individual family’s billing details, simply click on their name to open their settings.

Configuring Family Defaults

Each family has its own billing preferences, payment methods, and credit settings. These can be configured from the Family Defaults page.

How to Access the Family Defaults Page

automated invoicing for tutors

There are two ways to reach this page:

  • Click on a Family Profile from the All Families screen.

  • Click the Set Family Defaults button to apply default settings to multiple families at once.

Once on this page, you can adjust how the family is invoiced, whether payments are collected manually or automatically, and how credits are applied.

Configuring Family Defaults

Each family has its own billing preferences, payment methods, and credit settings. These can be configured from the Family Defaults page.

How to Access the Family Defaults Page

automated invoicing for tutors

There are two ways to reach this page:

  • Click on a Family Profile from the All Families screen.

  • Click the Set Family Defaults button to apply default settings to multiple families at once.

Once on this page, you can adjust how the family is invoiced, whether payments are collected manually or automatically, and how credits are applied.

Understanding Key Family Settings

Each setting in the  Family Defaults  page has a direct impact on invoices, payments, and session tracking. Below is a walkthrough of what each setting controls and how it interacts with the system.

Billing Plan

The billing plan determines how invoices are generated for the family:

  • Manual – Admins must manually create invoices.

  • Pre-Session – Invoices are generated before a session occurs.

  • Post-Session – Invoices are generated after a session is completed.

  • Periodic – Invoices are generated on a weekly, bi-weekly, or monthly schedule.

If a family’s billing plan is changed, this only affects future invoices—existing invoices remain unchanged.

Understanding Key Family Settings

Each setting in the  Family Defaults  page has a direct impact on invoices, payments, and session tracking. Below is a walkthrough of what each setting controls and how it interacts with the system.

Billing Plan

The billing plan determines how invoices are generated for the family:

  • Manual – Admins must manually create invoices.

  • Pre-Session – Invoices are generated before a session occurs.

  • Post-Session – Invoices are generated after a session is completed.

  • Periodic – Invoices are generated on a weekly, bi-weekly, or monthly schedule.

If a family’s billing plan is changed, this only affects future invoices—existing invoices remain unchanged.

The payment method determines how invoices are paid:

  • Credit/Debit Card – Requires a saved payment method.

  • Auto-Deduct – The system automatically charges the saved card when invoices are due.

If auto-deduct is enabled, invoices are paid automatically as soon as they are generated, provided a valid payment method is available.

Assigned Students & Linked Sessions

Each family must have at least one student in it. Admins can define which sessions are linked to the family’s invoices.

  • If a student is not assigned to a family, they will not be included in invoices.

  • If a parent tries to pay an invoice for a session not linked to their student, the system will not allow payment processing.

The payment method determines how invoices are paid:

  • Credit/Debit Card – Requires a saved payment method.

  • Auto-Deduct – The system automatically charges the saved card when invoices are due.

If auto-deduct is enabled, invoices are paid automatically as soon as they are generated, provided a valid payment method is available.

Assigned Students & Linked Sessions

Each family must have at least one student in it. Admins can define which sessions are linked to the family’s invoices.

  • If a student is not assigned to a family, they will not be included in invoices.

  • If a parent tries to pay an invoice for a session not linked to their student, the system will not allow payment processing.

Example Scenario:

If a family switches from Pre-Session to Post-Session invoicing, their next invoice will only be generated AFTER a session is completed instead of before.

Credit & Discount Settings

Credits can be applied to offset payments automatically:

  • Dollar Credits – Flat discounts that reduce the invoice total.

  • Service Credits – Prepaid session hours that are deducted when invoices are generated.

If a family has available dollar credits, they will be automatically applied before the parent is charged. If a family runs out of service credits, the system will require manual payment for any additional sessions.

Example Scenario: A parent has $50 in dollar credits and receives a $200 invoice. The credit automatically reduces the amount due to $150 before processing.

Credit & Discount Settings

Credits can be applied to offset payments automatically:

  • Dollar Credits – Flat discounts that reduce the invoice total.

  • Service Credits – Prepaid session hours that are deducted when invoices are generated.

If a family has available dollar credits, they will be automatically applied before the parent is charged. If a family runs out of service credits, the system will require manual payment for any additional sessions.

Example Scenario: A parent has $50 in dollar credits and receives a $200 invoice. The credit automatically reduces the amount due to $150 before processing.

What Parents See in Their Portal

automated invoicing for tutors

Once billing preferences are set, parents can view their family’s payment details from their portal. They can:

  • See their billing plan and payment method.

  • Check their invoice history and upcoming payments.

  • View whether auto-deduct is enabled or if manual payments are required.

  • See how credits or discounts are applied before making a payment.

Parents  cannot change billing settings themselves—only admins can modify family preferences.

Best Practices for Managing Families

  • Regularly review family settings to ensure billing preferences align with expectations.

  • Ensure students are properly assigned to their family to prevent invoice errors.

  • Communicate payment policies with parents, especially if auto-deduct is enabled.

  • Monitor credit balances to prevent disruptions in billing.


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