Starting Customer Balances When Switching to Teachworks

If you’ve switched to Teachworks from a different billing or invoicing program, you may need to carry over balances to create an accurate starting customer balance for your clients. In this blog post we’ll look at how to do this. Setting up starting customer balances is easy.

First, we want you to be familiar with how customer balances are calculated in Teachworks:

  • Customer balances are the total of all invoices minus credits and payments as shown in the example below.

starting customer balances

After this concept is clear, it is also important to understand the three types of starting customer balances you could create.

Credit Balances

If a customer has a credit balance, the only thing that you’ll need to do is to create a credit note for the amount of their credit balance.  Later, when you create an invoice for the customer you will be able to apply the credit note to the invoice.

Owed Balances

If a customer has a balance owing, you’ll want to add a charge to their first invoice equal to their starting balance. If you’re not ready to send out invoices to your customers, you can create an invoice, add a charge for the starting balance and click the “Save” button.

If the invoice has been “Saved” it won’t yet be available to the client and won’t affect their balance, but when you’re ready to send out invoices, you can open the customer’s saved invoice with the starting balance charge, add any other charges for the period and click the “Approve” button.

Package Balances 

If you bill your clients for packages of lessons and they have lessons or hours from a different software program that you want to transfer to Teachworks you should first read the Package Billing Method article to understand how packages are tracked in Teachworks. We also have a handy cheat sheet to help you get started. You can then set up starting customer balances by following these instructions: Starting Package Balances.

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