Save Time With Automated Invoicing

Invoice Autopilot

Running a thriving tutoring business comes with many challenges. There are always important things that require your immediate attention. Invoicing is an importing aspect of your business, but it doesn’t have to take up much of your time. Tutoring management software allows you to automate and streamline invoicing and with the right software on your side, you can reduce your workload and stress levels significantly.

Our Invoice Autopilot Add-on allows you to automate invoicing, giving you more time to focus on other areas of your business.

This great time-saving feature might seem a bit daunting at first due to all the customizable settings, but this article aims to clear up some confusion and will have you automating invoices in no time.

1. How it works

Once enabled, you can start adding schedules by going to Billing -> Add Invoice Schedule. The process involves two steps:

  • Step 1: Schedule Settings
  • Step 2: Invoice Settings

Step 1: Schedule Settings

These settings will be applied to all your invoices, so make sure that you spend some time on configuring it. The form consists of the following:

Title: If you offer numerous billing options to your customers, you may find yourself creating a few different Invoice Schedules. Make it as easy as possible for yourself by adding a descriptive title that will be easy to identify in future should you want to make any changes to the schedule.

Schedule Begins / Schedule Ends: This setting allows you to set a timeframe for your schedule. If you set your schedule to generate invoices once a month from January 1, 2017 – January 1, 2018, invoices will be created each month starting on January 1, 2017 and ending on January 1, 2018.

Invoices Repeat: You can choose to generate invoices daily, weekly or monthly depending on your business requirements. If some customers are charged once a week and others are charges once a month, you’ll need to create two separate schedules and group your customers by payment preferences.

Different options appear when you make your selection:

  • Daily – Here you can choose how many days need to pass before an invoice is generated. If you want to create invoices every 2nd or 3rd day for example, you can change it to 2 or 3.
  • Weekly – This option allows you to choose how many weeks should pass before generating invoices. You can also specify the day of the week that you want invoices to be created. For example if you want to invoice your customer bi-weekly on Mondays, you can set this to “every 2 weeks on Monday”.
  • Monthly – This option allows you to choose how many months should pass between invoices and you can also specify the day of the month that you want the invoices to be created. If you want to bill your customer monthly on the last day of the month for example, you can set this to “every 1 month(s) each last day of the month”.

Timing: You can choose to create invoices at the beginning or end of the invoice period. But what does this mean exactly? If you create invoices at the beginning of the invoice period, it will include future lessons so this is a good option if you invoice your customers in advance. If you create invoices at the end of the invoice period, it will include past lessons so this is a good option if you invoice customers after their lessons have occurred.

Offset: This setting allows you to choose to generate invoices a number of days before or after the invoice date. If you want to generate invoices after a day has been completed, you’ll need to set the offset to 1 day after the invoice date. This will cause the invoice for the previous day to be generated in the first 6 hours of the following day.

schedule settings

Step 2: Invoice Settings

The process of selecting invoice settings is very similar to creating an invoice. It’s important to remember that you’re not actually creating an invoice, but rather selecting settings to allow the system to generate invoices in future.

Customers: You can select all customers at once or select specific customers for your invoice schedule. If your customers are billed differently (for example some pay for their lessons after the lessons have occurred, some are on packages and some pay a flat fee) you can group them and create an invoice schedule for each type of customer.

Due Date Offset: This setting allows you to set the due date relative to the invoice date. If you want your clients to settle their debt within 20 days of receiving an invoice for example, you can set the offset to 20.

Invoice Number: Invoice numbers will be set automatically, continuing from the last invoice number.

Including lessons on the invoice: If you would like to add individual lessons to invoices, you’ll need to check the “Add Lessons to Invoices” checkbox. You can choose which lessons to include by selecting one of the filtering options. You can choose to include “All”, “Scheduled”, “Attended”, and “Attended and Missed” on the invoice.

If you charge your customers a flat fee each month, you can use the “Add Charge” option. If you charge customers for a package of lessons and you know beforehand how many lessons they’ll use up during the month, you can use the “Package” option.

Skip if Blank: If you are only including lessons on the invoice, you may want to check this box to make sure clients don’t receive invoices if they didn’t have any lessons during the invoice period.

Skip if Zero: If this option is enabled, invoices with a total of zero will be skipped.

Invoice Status: If you want to review your generated invoices before they are sent to customers, you can change this to “Saved” instead of “Approved”. You can then review them, make any necessary changes, and change the status of invoices to “Approved” in bulk. To do this, go to Invoices and select the “Awaiting Approval” filter. You can then use the checkboxes to select the relevant invoices and send them to your clients.

Send Invoice Emails: If you select the option to set the status to “Approved” right away, you’ll have the option to send invoice emails. Select this option if you want to notify clients via email about new invoices.

2. How to view the schedule

To double check that you’ve selected the right settings and to make sure that they will be generated on the right days, you can check when they are scheduled to be generated. To find the schedule, go to Billing -> Invoice Autopilot Schedules. From here you can click on the magnifying glass icon next to the relevant schedule. This page will show a summary of your setting as well as the upcoming schedule with the following columns:

  • Invoice Date: The date that appears on the invoice.
  • Create Date: The date on which the invoice is created and sent (if you have this setting enabled).
  • Invoice Period: All lessons that occurred during this date range will be added to the invoices for each respective customer on the schedule.
  • Status: The status will appear as “Completed” as soon as invoices have been generated and “Scheduled” if the .

3. Invoice Generation

The code for processing invoice autopilots is run every 6 hours. Your invoices will generally be created in the first six hours of the day for your timezone.

For more information about this time-saving add-on, please visit our knowledge base.

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