Package Billing Settings And Useful Timesavers

Package Billing Settings And Useful Timesavers

Teachworks offers a number of different billing methods for hourly and non-hourly billing. The Package Billing method is one of our non-hourly billing methods. You would generally use this billing method if you would like to bill your clients in advance for a package of lessons or hours that they will use over an undefined period of time.

The billing method comes with a number of customizable options and time-saving features which we will discuss in more detail in this article.

General Package Settings

If you go to Account & Settings > Account Settings > Package Settings, you will find a number of settings that you can customize to control how packages are tracked in your account.

Available Settings

Package Units: Packages can be sold and tracked by number of lessons or number of hours. If you choose the “Lesson” option, each lesson, regardless of its duration, will count as one package unit. If you opt for the “Hour” option, the duration of lessons will be used to calculate remaining balances.

Track Packages by: Packages can be tracked by “Family” or by “Student”. If the “Family” option is selected, packages are assigned on a family level. This means that all lessons attended by child students in the family are deducted from the same balance. If the “Student” option is selected, packages are assigned to specific students in the family and tracked separately.

Count “Missed” lessons as used: By default, package balances are reduced when lessons are marked as “Attended”. Depending on your policies, you may also want to deduct “Missed” lessons from the balance.

Packages Available when Invoice is: You can choose to add packages to a client’s balance as soon as an invoice has been generated, or as soon as an invoice has been paid. Depending on your policies, you can update this setting accordingly.

Package Billing Timesavers

1. Package Balances Table

The Package Balances table allows you to see package usage at a glance. It shows the number of hours purchased, scheduled, unscheduled, used and unused. Any overages are indicated in red, making it easy to see when new package invoices need to be generated.

All the columns can be sorted by clicking the column title. If you would like to see all clients with unused lessons for example, you can click on “Unused” twice to see this in descending order. 

To drill down more, you can click “view” in a client’s row to see all the data related to their packages. This includes: 

  • “Purchased Packages” with hyperlinked invoice numbers to easily view invoices.
  • “Package Lessons Used” – these are all the attended (and missed depending on your settings) lessons that have been deducted from the package.
  • “Package Lessons – All” – these are all the lessons used for tracking package usage regardless of status.

2. Package Balance Alerts

This add-on allows you to send a notification email to your company, clients, or both if a package balance falls below a specified number of lessons or hours. 

The main benefit of this feature is that you will be able to take action right away instead of having to check package balances periodically. It comes with a customizable email template that you can update with next steps to limit any billing confusion.

Learn more: Package Balance Alerts Add-on

3. Package Balance Validation Add-on

If you would like to prevent teachers from accidentally scheduling lessons if a student has an insufficient package balance, this add-on is a great solution.

It comes with two options that can be adjusted for teachers and administrators/staff separately:

  • Prevent: This will prevent users from adding lessons and will display a prominent validation error.
  • Allow Override: This will notify users that a student has an insufficient package balance, but will still allow them to schedule the lesson.

Learn more about this add-on: Package Balance Validation Add-on

4. Seeing Package Balances when Scheduling Lessons

If a student’s billing method is set to “Package” on their profile, their remaining balance will be displayed on the Schedule Lesson form when a service is selected. This makes scheduling more efficient, since schedulers won’t have to go back and forth between client balances and the Schedule Lesson form to get lessons added. 

Archiving Packages

The ability to archive packages is useful in a number of situations, including the below.

  • If your company sells packages that expire after a certain amount of time. Archiving a package will clear it from the Package Balances table, and a new package can be added by generating a package invoice.
  • If you would like to switch customers from Package Billing to Per Lesson Billing. Archiving packages in this case will ensure that future lessons with the same service are not deducted from the balance.

Learn more: How to Archive Packages

Interested in using Package Billing for your business? You can find more information here: Package Billing Method Overview

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