Overview

Invoices are how you request and collect payment from parents. Even though a student might have a balance, unless you issue an invoice for the outstanding amount, parents won't get charged.

When Invoices are Automatically Generated

TeachHero does its best to save you time and automates much of the invoicing process. If a student enrolls and is charged fees that are not due immediately, TeachHero will automatically generate an invoice for those fees and send it to the parent. The invoice will be visible in their portal.

If you have payment plans set up for schedules, programs, and classes, and a parent chooses a payment plan during the enrollment process, then the generated invoice will use that payment plan and automatically charge them the installment amount on each installment date as defined by the payment plan.

In cases where a parent owes upfront fees during the checkout process, the amount due immediately will be charged at checkout and payment receipt will be created. The remain balance of "pay later" charges is added to an Invoice for collection on the due date or on installment dates.

How to Create an Invoice

1. Go to Billing

2. Click Add invoice

3. Enter an invoice number or use the one TeachHero generates

4. Select the contact that is being billed

5. Enter a due date (if you plan to use a payment plan, this date will automatically be changed to the last installment date)

6. Click Create

Adding Line Items

1. View the invoice

2. Scroll to the Charges section

3. Click Add items -> Enrollment Fees

4. Select a student (only the billed to contact's students are available)

5. Select a schedule to filter the list of enrollment fees

6. Check the box next to each enrollment fee you want to add as a line item

7. Click Add items

The outstanding balance of each enrollment record added as a line item will be the line items amount. You can adjust that amount by clicking on a line item and edit the amount.

To remove a line item, click the trash can icon.

How to Send an Invoice

Newly created invoices are in a draft status and not visible to parents and are excluded from accounts receivables.

1. View the invoice you want to send

2. Click More Actions -> Mark as Sent

3. Click Mark as Sent to confirm

Marking an invoice as sent will make it visible to parents in their portal.

You must have at least one line item greater than $0.00 to mark an invoice as sent.

You can mark multiple invoices as sent at one time if you check the boxes next to each invoice and click Bulk Actions -> Send invoices.

Using a Payment Plan

To assign a payment plan to an invoice:

1. View the invoice

2. Click the Payment tab

3. Click Manage payment plan

4. Choose a payment plan or use a custom one

5. Click Save changes

You'll now see the payment plan details on the Payment tab including installment dates and both the current and next installment balances.

Any payments made will also be listed under Applied Payments.

Automatically Collecting Payment

You can automatically charge a contact's payment method using an invoice if you enable auto-pay.

The billing contact must have a valid payment method on record that matches the accepted payment methods on the invoice for auto-pay to work. If no payment method is found or it's not the right kind, TeachHero will automatically disable auto-pay for the invoice.

To enable auto-pay:

1. View the invoice

2. Click Edit Invoice

3. Select the Enable auto pay option

4. Select all accepted payment methods

5. Optionally select the payment method that should be charged or leave it blank to use the contacts' default payment method

When auto-pay is enabled the invoice balance will be charged on the due date automatically. If a payment plan is being used, then the installment amount will be charged automatically on each installment date.

You can enable or disable auto pay for multiple invoices by checking the boxes next to each invoice and clicking Bulk actions -> Auto pay settings

Viewing Invoices

Invoices can be viewed under Billing and are filterable by status using the respective tabs.

Invoice Statuses

Open

These are invoices that have not been paid in full (this includes draft invoices).

Past Due

These are invoices that are past the due date.

Draft

These are invoices that have not been sent yet.

Paid

Invoices that have been paid in full.

Closed

Invoices that have been closed by marking them as void or uncollectible. Closed invoices are not included in accounts receivables.