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

All Products

Calendar

Understanding Manual Invoicing

All Products

Invoicing

Understanding Manual Invoicing

All Products

Invoicing

Understanding Manual Invoicing

Understanding Manual Invoicing

Understanding Manual Invoicing

Manual invoicing allows you to send invoices to families on demand. It comes in two forms - Tutoring Package and Single Charge.

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.

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 duration.

  • 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.

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 duration.

  • 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.

Key Shared Features in Manual Invoices

  1. Draft Mode:
    Both types of invoices can be saved as drafts, allowing admins to review or modify them before sending them to families.

  2. Auto-deduct from Saved Card:
    Admins can charge the customers directly from the saved cards for the family as long as the customer has given consent for the same. Saved cards will cannot be removed by a family until all active invoices are paid.

  3. Payment Link Generation:
    Once finalized, invoices can include a payment link that families can use to complete payments online. This link is configurable and supports multiple payment methods.

  4. Downloadable Format:
    Admins can download invoices in PDF format, ensuring they are shareable and printable.

  5. Integration with Credits:
    If the family has dollar credits or service credits, these are automatically applied to the invoice, reducing the amount due.

  6. Status Updates:
    Invoices transition through multiple statuses (e.g., Draft, Sent, Paid, Overdue) based on the admin’s actions and the family’s payment behavior.

Example or Others

Schedule a recurring SAT prep class every Tuesday and Thursday for a group of students. If has single update. timing changes, adjust the schedule for all future sessions.
Schedule a recurring SAT prep class every Tuesday and Thursday for a group of students. If has single update. timing changes, adjust the schedule for all future sessions.
Use Cases for Group Events

  • Team Strategy Meetings: Bring tutors and admins together to align on business goals.

  • Parent-Teacher Consultations: Include parents, students, and tutors to review progress and plan next steps.

  • Classroom Tutoring: Schedule recurring group sessions for students preparing for subjects or exams like the SAT or ACT.!

tutor invoicing software free trial
tutor invoicing software free trial
tutor invoicing software free trial
What you’ll get

  • A centralized calendar to manage all sessions, meetings, and team events

  • Advanced scheduling tools for recurring events, group sessions, and tutor availability

  • Automated workflows to reduce manual work, minimize errors, and save time

What you’ll get

  • A centralized calendar to manage all sessions, meetings, and team events

  • Advanced scheduling tools for recurring events, group sessions, and tutor availability

  • Automated workflows to reduce manual work, minimize errors, and save time


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