Tracking Payment And Credit Note Allocations in Teachworks

Teachworks makes it easy to assign payments and credit notes to single invoices or multiple invoices. If you’ve allocated a payment or credit note to multiple invoices, you might be looking for a simple and quick way to verify that credits are allocated to the correct invoices.

Our tutor management software includes two useful spreadsheet downloads that make this process painless. In this article, we’ll explain how you can download payment and credit note allocations in Teachworks to find the information you need.

How Allocation Works

Once an invoice is created and approved in Teachworks, it is assigned an ‘Unpaid’ status. When the balance reaches zero, the system automatically marks the invoice as ‘Paid.’ There are several methods to make payments:

• If you use our Stripe Integration, clients can pay their invoices online by credit card or supported direct deposit options. 
• If you use our Stripe Integration, and you have consent from your clients to process payments on their behalf, invoices can be paid one-by-one or in bulk using our Bulk Invoice Payments Add-on. 
• If you process payments outside of Teachworks, you can create a record of this in Teachworks. These payments can then be allocated to invoices to mark them as paid.
• If you’ve generated credit notes, you can allocate these credit notes to invoices to mark them as paid. 

If payments and credit notes have been recorded before an invoice has been generated, you’ll be able to allocate these as soon as an invoice has been generated. You’ll see a message below the invoice that provides the total unallocated payments or credits a client has available with a prompt to apply them to the invoice. 

Clicking on the prompt will take you to the “Allocate Credits or Payments to Invoice” page where you can see a detailed list of all unallocated credits and payments. 

For more information about the allocation process, please visit our knowledge base: Allocating Credit or Unallocated Payments to an Invoice

If you would like to automate the allocation process, you can use our Automatic Allocation Add-on to manage the process for you. This add-on makes it possible to automatically allocate a client’s unallocated payments and credit notes to an invoice when the invoice is approved. 

For more information about this feature, you can view this blog post: Stay Organized With Automatic Credit Allocation

Payment Allocations Download

To download payment allocations, navigate to Billing > Payments, and click the “Download Allocations” link in the sidebar.

In the downloaded file, you’ll find the following columns:

• Payment Date: The date the payment was recorded in Teachworks.
• Allocation Date: The date the payment was allocated to the invoice.
• Customer: The customer for whom the payment was recorded.
• Invoice Number: The invoice number to which the payment is allocated.
• Allocation Amount: The specific amount allocated to the invoice.
• Payment Description: Any recorded description of the payment.
• Payment Method: The payment method used (e.g., cash, credit card, or other).
• Payment ID: The ID associated with the payment.
• Invoice ID: The ID associated with the payment.

If a payment is allocated to a single invoice, there will be one entry for that payment. For payments allocated to multiple invoices, a separate entry will be listed for each.

Credit Note Allocations Download 

To download credit note allocations, go to Billing > Invoices and click the “Credit Allocations” link in the sidebar.

The download includes the following columns:

• Credit Note Date: The date the credit note was recorded.
• Allocation Date: The date the credit note was allocated to an invoice.
• Customer: The name of the customer for whom the credit note was issued.
• Credit Note Number: The credit note number.
• Invoice Number: The invoice number to which the credit note is allocated.
• Allocation Amount: The amount allocated to a specific invoice.
• Credit Note ID: The ID of the credit note.
• Invoice ID: The ID of the invoice.

If a credit note is allocated to a single invoice, a single row in the spreadsheet represents this allocation. For credit notes allocated to multiple invoices, there is a separate row for each allocation.

Note: The Credit Allocations feature is still in early access. If you need this enabled in your account, please let us know and we can add it to your account!

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