Overview

TeachHero tracks all online payments automatically and can also keep track of offline payments that are recorded by school admins. Payments can be assigned to items or in other words allocated toward charges or funds. Assigning items to payments is how TeachHero updates student balances and keeps track of what a payment is for.

Viewing Payments

1. Go to Billing -> Payments

Filters & Statuses

Payments are filtered by the following tabs:

Attention

These are payments that have not been assigned any items, meaning TeachHero doesn't know what these payments are for and are therefore considered "unassigned funds".

Processing

These are payments that are currently processing which means the funds have settled yet. This usually only occurs with ACH payments as sometimes it can take as up to 7 business days for funds to settle.

While a "processing" payment is treated as successful by TeachHero the moment the transaction begins, the payment could still fail any time during the process. If payment does fail, TeachHero will change it's status to "failed" and will automatically rollback the amount from any balances.

Succeeded

All payments that have been processed successfully.

Refunded

Any payments that have been partially or fully refunded.

Failed

Any payments that failed to process successfully. This can happen for any number of reasons (e.g. insufficient funds, declined by the issuer, etc.). TeachHero will keep failed payments for only 30 days before deleting them. It's a good idea to check failed payments so you can follow up with the payer.

Viewing Details

To view payment details click on a payment. On the payment details screen you can see more information about the payment as well as items assigned to it and refunds issued.

Recording a Payment

1. Go to Billing -> Payments

2. Click Add payment

3. Enter the payment amount

4. Select a contact as the payer

5. Enter a payment number or generate one

6. Provide a brief description of the payment

7. Choose a payment method

8. If using a new credit card or ACH method, click Continue to enter payment method details and process the payment

9. If using an existing credit card or ACH method, click Process payment to charge the payment method

10. If using an offline payment method (e.g. check, other), click Record payment to log the payment

After recording a payment, you should edit the payment and add items to it so that TeachHero knows what the payment is for and can accurately update balances.

Editing a Payment

1. Click on the payment you want to edit

2. Click Edit payment button

3. Make changes to the payment record and click save changes

Adding Payment Items

1. Edit the payment you want to add items to

2. Scroll down to the Items section and click Add items

3. Select how you'd like to add items: by invoice, from enrollment fees, or from application fees

Adding items by an invoice

1. Click Add items -> By Invoice

2. Select an invoice (change the Billed to selection to see other invoices)

3. Select the boxes next to each line item that you want to apply the payment toward (by adding them as items to the payment)

4. TeachHero will automatically allocate a portion of the payment amount toward the items you add, however, you might want to adjust those amounts.

5. Click Add Items

You can adjust the amount allocated to each item by click on the item and editing the amount and click Save changes

Adding items from enrollment fees

1. Click Add items -> Enrollment fees

2. Select a student

3. Select a schedule to filter the enrollment fees to that specific schedule

4. Check the box next to each fee being charged that you want to apply the payment toward (by adding them as items to the payment)

5. TeachHero will automatically allocate a portion of the payment amount toward the items you add, however, you might want to adjust those amounts.

6. Click Add Items

Adding items from application fees

1. Click Add items -> Application fees

2. Select a student application by searching for the student's name

3. Click submit to add the application fees as payment items.

4. TeachHero will automatically allocate a portion of the payment amount toward the items you add, however, you might want to adjust those amounts.