5 Useful Invoicing Time-Savers For Your Tutoring Business

Invoicing is a strong focus at Teachworks and we’re always adding more features and functionality to make the invoicing process easy and efficient. In this article, we’ll explore five valuable invoicing features that you might not be aware of.

Default Invoice Settings

Teachworks offers flexible options for generating invoices individually or in bulk. With our Invoice Autopilot Add-on, you can even automate the invoicing process. Invoices can include lessons from the calendar, packages, flat fees, or a combination of these.

If you go to the Account Settings page in your Teachworks account, you will see a dedicated Invoice Settings section where you can customize your invoicing preferences. Some settings include:

• A default due date relative to the invoice date (this can be overridden when generating invoices)
• The option to show or hide the “Invoice Date Range” (if you’re adding lessons to invoices)
• Options to show/hide the “Unit Price” and “Discount” columns
• Default Invoice Instructions and much, more more!

For more information and a full list of features, visit our knowledge base: Billing & Invoicing

Invoicing Time-saver 1: Customer Billing Groups Add-On

The Customer Billing Groups Add-On allows you to create predefined groups of customers that can be added to an invoice simultaneously. This feature significantly speeds up the bulk invoicing process.

For instance, if you have customers who are billed for individual lessons and others who are billed a monthly flat fee, you can add them to separate groups. When invoicing, simply click the “Add Customers from Billing Group” link to quickly select all the relevant customers, instead of manually selecting them one by one from the dropdown menu.

Invoicing Time-saver 2: Copying Invoices

When viewing an invoice, you can click the “Invoice Options” dropdown menu to find the “Copy” feature. This feature allows you to quickly replicate invoices in Teachworks. If you’ve created an elaborate invoice with multiple fees on it, and you would like to generate the same invoice for another client, this feature will save you a lot of time.

Invoicing Time-saver 3: Custom Invoice Emails Add-on

Effective invoicing is not only about generating invoices, but also clear communication with your customers to avoid any billing confusion. The Custom Invoice Emails Add-on makes it possible to add multiple email templates that you can use when sending invoices to your customers.  

For example, if you have specific policies regarding late payments, you can create a template that includes additional information, next steps, and a reminder about your policies to accompany the invoice. Having these emails ready to send at any time, helps to reduce the amount of time spent on chasing payments.

Invoicing Time-saver 4: Invoice Surcharges Add-on

The Invoice Surcharge Add-on makes it possible to create different surcharges with percentage and/or fixed amounts. These surcharges can easily be added to your invoices by selecting them from a drop-down menu. 

You can also select a surcharge to use as the default surcharge using the Default Surcharge section. The selected surcharge will be set as the default when creating new invoices, making the process even more efficient.

Invoicing Time-saver 5: Invoice Status on Lesson Modal

The “Invoice Status on Lesson Modal” setting can be found on the Account Settings page under “Invoice Settings”. It allows you to view the invoice and payment status of a lesson in the modal that appears when you click on a lesson in the calendar. 

This feature is particularly useful for companies that require payment for lessons before they occur. Depending on your settings, admins and tutors can quickly check the invoice status of a lesson before it starts and take appropriate action.

Finding ways to manage the invoicing process efficiently can help to shave hours off your workweek and give you more time to focus on other areas of your tutoring business. Teachworks’ tutor management software offers a range of invoicing solutions, in addition to the features above, that you can learn more about here: Simple Invoicing Solutions For Your Teaching Business

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