Speed Up Accounting With The Import Payments Add-on

Import Payments Add-on

If you’ve received multiple payments outside of Teachworks and you would like to add a record of it in your account, the Import Payments Add-on will speed up the process significantly. Aside from speeding up accounting, you’ll also avoid unnecessary errors with the built-in validation the feature provides.

The Import Payments Add-on allows you to import payments to Teachworks in bulk using a spreadsheet. In this article, we’ll look at the feature in more detail.

Getting Started

To get started, enable the Add-on on the Integration & Add-ons page in your Teachworks account. Once enabled, an “Import Payments” link will be visible in the sidebar on the Payments page (Billing > Payments).

Clicking the link will direct you to a page where you can access the template and upload payments.

Using The Import Payments Add-on

Completing & Uploading the Template:

To import payment records, download the template and complete the necessary fields. Below are some general guidelines:

  • The first row in the download contains headings to identify each column. These should not be modified or else the upload will fail.
  • The method column supports any of the following: Cash, Check, Credit Card, Debit Card, Direct Debit, ACH, Bank Transfer, e-Transfer, PayPal, Venmo, Square, Zelle, Other.
  • The description column is optional and can be left blank if needed.
  • Don’t save the template in any format other than .xls

Once you’ve completed all the relevant fields, you can click the “Choose File” option to upload the completed file. 

For more detailed steps on completing the template, visit our knowledge base: Import Templates Add-on

Validation Process

After the template has been uploaded, you’ll need to review and verify the individual payments and deal with any errors. If you are happy with the payment information, click the “Import Payments” button to navigate to the next payment.

Import Payments - Validation Step

If there was an error with one of the fields (such as a typo on the customer’s name or an unsupported payment method was specified) you’ll be able to fix this right on the “Validate & Import Payments” screen. Fields with errors will appear blank and you can use the dropdown menus to select the appropriate record.

Import Payments: Fixing errors

You can clear any unimported payments quickly and efficiently by clicking the “Clear Unimported Payments” link in the sidebar.

Import payments: clear unimported payments

Allocating Payments to Invoices

Once you’ve imported payments to Teachworks, you may want to allocate them to invoices to ensure client balances are up-to-date. Our Automatic Allocation Add-on makes this process fast. 

This feature has a manual option that allows you to trigger allocation manually. The manual option is ideal for allocating imported payments as soon as you’ve added them to Teachworks.You can find more information here: Stay Organized With Automatic Credit Allocation

Comments are closed.

Start Free Trial