Automatically Record PayPal Payments In Teachworks

Automatically Record PayPal Payments In Teachworks

Teachworks integrates directly with Stripe, which offers a simple method of accepting and recording payments made using credit cards. Using Teachworks’ Zapier Integration it’s now also easier than ever to integrate with other payment processors like PayPal and Square. This article covers the basics for connecting your Teachworks account to Zapier and setting up a Zap that automates recording PayPal payments in Teachworks.

What Is Zapier?

Zapier is task automation software that allows you to easily connect your Teachworks account to over 1500 applications without needing to do any coding or software development. To use the Zapier Integration you’ll need access to the Teachworks API, which is only available on the Growth and Premium Plans. If you’re on Teachworks’ old pricing, it’s available on the plans of 400 lessons and higher.

Connecting To Zapier

If you haven’t yet connected your Teachworks Account to Zapier, you can visit the Teachworks’ knowledge base for detailed instructions about connecting to Zapier in a few simple steps. You can find those detailed instructions by clicking here: Zapier Integration.

If you haven’t already registered for an account with Zapier, you can do so here: Zapier Registration page.

If you begin setting up your PayPal Zap and are struggling to keep up with some of Zapier’s terminology, you can also find more information about their common terms here: What Is Zapier?

Overview Of Recording PayPal Payments In Teachworks

To connect PayPal to Teachworks your Zap will include the following triggers, actions, and formatting changes:

  1. A Trigger from PayPal indicating a successful sale has been made.
  2. An Action in Teachworks to Find the Family the PayPal sale is to be associated with
  3. A Formatting Change in Zapier to switch PayPal’s default date format to Teachworks’ default date format
  4. An Action creating a payment in Teachworks

1. The Trigger – A Successful Sale In PayPal

A trigger is what initiates a Zap (a Zap is the entire start-to-finish process of recording a successful sale in PayPal and having the payment recorded in Teachworks); it is the event that sets the rest of the actions into motion. In this case, the trigger is going to be a successful sale in PayPal.

After signing in to Zapier, click the “Make a Zap” button in the top right corner of the page.

In the “When This Happens…” field, find and select “PayPal.”

In the “Choose Trigger Event” field, find and select “Successful Sale.”

It should look like this:

Succesful Sale In PayPal

Click Continue. Follow the instructions in the next step to set up a Webhook URL for PayPal in your PayPal account. Once you’ve done that, click “Continue” and then “Test & Continue” to proceed to the next step.

2. Find A Family In Teachworks

Now that the trigger event is set up we need to configure a few corresponding actions in Teachworks. Actions are the dominoes that fall when a trigger event occurs. The first action we need to set up is to find the family in Teachworks that made the payment (the family the payment record will be created for in Teachworks).

In the next block, find and select “Teachworks” in the Choose App field.

In the “Choose Action Event” field, find and select “Find Family.”

It should look like this:

Find A Family - Teachworks

Click Continue.

When selecting your account, choose “Teachworks.” If you have more than one Teachworks account, be sure to select the correct account. Click Continue when you’ve selected the correct account.

In the next step, click the box on the right side of “First Name” field. Under the “Successful Sale” PayPal option, select “First Name.” Do the same for the “Last Name” field and any optional fields you want to collect data for. You can also add a value for the “Email” field to help differentiate clients with common names and speed up the processes for enabling user accounts in Teachworks.

Tip: Leave the “Create Teachworks Family if it doesn’t exist yet?” box unchecked, since you’ll only be billing families who are already clients.

Click Continue and then “Test & Continue.”

It should look like this when you’re finished (assuming you don’t include any optional fields).

Find A Family - PayPal

3. Create a Formatting Change Block to Change the Date Format

In the next block choose “Formatter by Zapier” under the “Helpers” subheading.

In the “Choose Action Event” field, find and select “Date/Time.”

Changing The Date To Teachworks' Date Method

In the “Transform” field select “Format” – in the Values field select PayPal’s “Payment Date” option. In the “To Format” field, select the YYYY-MM-DD (with hyphens) format and click Continue. Click “Test & Continue.”

Teachworks Date Format

4. Create The PayPal Payment In Teachworks

You’ve now recorded a successful sale in PayPal, found the correct Family profile in Teachworks, and re-formatted the date to match Teachworks’ invoice date format. The final step is to pull it all together and create a payment in Teachworks.

In the next block, find and select “Teachworks” in the Choose App field.

In the “Choose Action Event” field, find and select “Create Payment.”

Create a Payment

When selecting your account, choose “Teachworks.” If you have more than one Teachworks account, be sure to select the correct account. Click Continue when you’ve selected the correct account.

In the “Customize Payment” section, select the:

  • Customer ID from Teachworks
  • Date from the Formatter block you’ve created (that matches Teachworks’ date format)
  • The amount from PayPal in Step 1

It should look like this:

Customize Payment

In the above step you’re pulling the data from other steps to create a payment in Teachworks. You’re telling Zapier to use the Customer’s ID to find their profile in Teachworks, the date format that Teachworks will accept, and to use the Payment amount from your Successful Sale in PayPal.

Click Continue, and then “Test & Continue.” If your Zap is successful a test payment will be recorded in your Teachworks account and your Zap will be ready to be turned On. Once your Zap is set up and turned on, every successful sale you complete in PayPal will be recorded in your Teachworks account.

PayPal Payments Will Be Recorded In Teachworks

All successful sales you record in your PayPal account will create a payment in Teachworks now that your Zap is configured and turned on. Once the payment is recorded in Teachworks you’ll need to allocate the payment to an invoice.

If you have a tutoring business and would like to try out Teachworks’ invoicing features and Zapier Integration, you can sign-up for a free trial by clicking the button below.

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