Package Billing FAQs: How To Transfer Package Lessons Between Packages

Package billing is a popular billing choice for many of our clients. In the coming weeks, we will tackle some of the most common package billing questions we get.

In this article, we’ll answer the following package billing FAQ:

“My client has 2 packages that they’ve paid for. I would like to reduce the lessons in one of the packages and add it to the other package. How do I do this?”

What is Package Billing?

With package billing, students are billed upfront for a package of lessons/hours for a particular service. These lessons can be used up over any period and usage is tracked in the Package Balances table. When a package runs out, you can create more invoices to top up the balance.

To find out if package billing is right for your tutoring business, you can view our billing methods cheat sheet here: Teachworks Billing Methods and Cheat Sheet

The Solution to the FAQ:

To solve the scenario above, the following needs to happen:

• A credit note needs to be created to reduce the lessons in the first package.
• An invoice needs to be created to add the lessons to the other package.
• Note: This scenario looks specifically at paid invoices. If the package invoices were unpaid, you would simply update them to set the correct balances for each package.

The easiest way to elaborate on the above workflow is to explain the process using a practical example.

Example Scenario: Riley has 2 packages that she’s already paid for.

• Package 1: “English Tutoring” – 10 Lessons
• Package 2: “English Tutoring Group” – 8 Lessons

Her tutoring company would like to transfer 2 of the “English Tutoring” lessons to the “English Tutoring Group” package.

Steps to Follow:

Step 1: Create a credit note to reduce the “English Tutoring” package by 2 lessons.

1. Go to Billing > Issue Credit Note
2. Select the the relevant client 
3. Choose the “Credit Package” option

4. Select the “English Tutoring” service (in other words the service of the package you want to reduce by 2 lessons)
5. Set the “Quantity” field to 2
6. If you only want to reduce the package balance and not provide a credit, you can set the “unit price” to 0.
7. Approve the credit note
8. Confirm that it worked – go the the Package Balances table to double check that the client’s package has been reduced correctly

Step 2: Create a package invoice to add 2 lessons to the “English Tutoring Group” package

1. Go to Billing > Create Single Invoice 
2. Select the relevant client and set a due date
3. Choose the “Add Package” option

4. Select the “English Tutoring Group” service and set the “Quantity” to 2.
5. If you are just transferring the balance, you can set the unit price to 0. If there are additional charges, you can set it accordingly.
6. Approve the invoice
7. If you’ve set the cost to 0, you can mark the invoice as paid by going to Invoice Options > Paid

8. Go to the package balances table to confirm that the lessons have been added correctly.

In the next article in our Package Billing FAQ series, we’ll answer the following question: My client would like to sign up for one of our hourly billed services in addition to their package lessons. How do I manage this?

You can access the other articles in this series below:

• Package Billing FAQs: Using A Combination Of Package And Hourly Billing
• Package Billing FAQs: Past Lessons Reducing New Package Balance
• Package Billing FAQs: Tracking Package Balances Efficiently

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