Manual Invoicing | Tutoring Packages & Single Charges
Manual invoicing allows you to send invoices to families on demand. It comes in two forms - Tutoring Package and Single Charge.
Manual Invoices are a cornerstone of the invoicing system, allowing admins to create highly customized invoices tailored to specific families or scenarios. They are divided into two main types - Package Invoices and Single-Charge Invoices - each serving a unique purpose.
1. Package Invoices
A Package Invoice is designed for complex scenarios where a family utilizes multiple services, often involving multiple students and tutors. The invoice includes a comprehensive breakdown of the tutoring services provided, along with customizable financial details.
Workflow and Key Functionalities:
Adding Students and Tutors:
The admin selects one or more students within a family who will be receiving services. For each student, the admin can assign one or more tutors along with their specific roles. This setup allows flexibility in billing multiple tutors for different services within the same family.Service Customization:
Admins define the services provided, such as "Math Tutoring" or "SAT Prep." Each service can have its own hourly rate and number of hours, which the system multiplies to calculate the subtotal for that service. This enables highly granular billing.Discounts and Additional Charges:
Discounts (as a flat amount or percentage) can be applied at the service or invoice level. Similarly, additional charges such as material costs or one-time fees can be added, ensuring the final amount accurately reflects all costs.Taxes and Tax Descriptions:
Admins can apply tax rates to the invoice, with an optional description (e.g., "State Sales Tax"). The system calculates taxes automatically based on the taxable subtotal, ensuring compliance with regional tax requirements.Split Payments:
Package invoices support the splitting of payments into multiple transactions. For instance, an admin can request an advance payment of 30% upfront, with the remaining amount scheduled across future dates. This flexibility ensures families can manage large payments more effectively.Auto-Calculation:
The system calculates the total amount due by summing up the subtotals for each service, applying discounts, adding taxes, and considering additional charges. This eliminates manual calculations and reduces errors.Remarks Section:
A remarks field allows the admin to include special notes, such as terms of payment, additional instructions, or explanations of charges.
Output:
The final invoice displays all the details in an easy-to-read format, grouped by student and service. Once finalized, the invoice can be sent to the family, saved as a draft, or exported as a PDF.
2. Single-Charge Invoices
A Single-Charge Invoice is a simpler version designed for one-off charges, such as a one-time consultation or miscellaneous fees. This type of invoice eliminates much of the complexity found in package invoices, focusing on speed and simplicity.
Workflow and Key Functionalities:
Charge Description:
Instead of listing multiple services, the admin provides a single description for the charge. For example: "Registration Fee" or "Late Cancellation Penalty."Flat Amount Entry:
The admin enters a single amount for the charge. There is no need to define hourly rates or durations.Discounts, Taxes, and Additional Charges:
Similar to package invoices, single-charge invoices support these options, ensuring they can be customized as needed.Remarks Section:
Like package invoices, a remarks field allows admins to include any additional information about the charge.
Output:
The final invoice is simple and clear, displaying the charge description, amount, and any adjustments such as taxes or discounts. These invoices are ideal for ad-hoc scenarios where detailed breakdowns are unnecessary.