Bulk Invoice Payments

Do you charge credit cards on behalf of your clients? You can now streamline this process by using the Bulk Invoice Payments feature.

Enabling the Add-on

You can enable the Bulk Invoice Payments feature within the Stripe Integration.

1. Click on "Account & Settings" and then click on "Integrations & Add-ons".
2. Click the “Manage” link below the Stripe Integration.
3. Make sure the “Manage & Charge Cards on Behalf of Clients” option is enabled.
4. Check the “Bulk Invoice Payments” checkbox.
5. Submit the form to save your changes.

Usage

Once this feature has been enabled, you can being processing payments for your clients invoices in bulk. You can select the invoices you'd like to process payments for by following the steps below:

1. Click on "Billing" and then click on "Invoices".
2. Click on “Bulk Invoice Payments” on the right-hand side of the "Invoices" table.

The Bulk Invoices Payment table will display invoices that meet the following conditions:

• The Invoice status is "Approved".
• The customer that the invoice belongs to has a Stripe ID associated with their profile.
• The Invoice total is greater than $0.50.

NOTE: The Bulk Invoice Payments feature works for all payment methods in Teachworks.

Filters

You can set a date range using the "Date" filter fields at the top of the table. When you open the Bulk Invoices Payments table, these filters will be set to the current start and end of the current month by default.

The "Search" field on the sidebar on the right-hand side will allow you to search for a customer or invoice within the selected date range.

Selecting Invoices for Payment

You can select the invoices you'd like to process payments for by following the steps below:

1. Click on "Billing" and then click on "Invoices".
2. Click on “Bulk Invoice Payments” on the right-hand side of the "Invoices" table.
3. Using the checkboxes on the left side of the table, select individual invoices to process for payment.
4. The "Arrow" button at the top left of the table opens a drop-down menu that allows you to select between the following options:
   • Select Visible - This will select all of the invoices on the current page.
   • Select All - This will select all invoices on all of the pages that match your date and search filter.
   • Clear Selection - This will remove the selections for all of the currently selected invoices.

Submitting Invoices for Payment

After making a selection a green “Pay Invoices” button will appear above the checkbox column. Click the button to submit the invoices for payment.

Processing Invoice Payments

Invoices are processed in ascending order by number, so if a customer has more than one invoice. The invoice with the lower number will be processed and paid before the one with the higher number.

Immediately before processing a payment, Teachworks will confirm that the invoice status is approved and that the balance is greater than $0.50.

Teachworks then connects to Stripe using the customer's Stripe ID and retrieves their credit card(s). The customer's default card will be charged. If this card is declined and the customer has additional saved credit cards, the charge will be attempted for the additional credit cards until a payment succeeds or the customer has no more saved credit cards.

When a payment succeeds, the following occurs automatically:

• The payment is recorded in your Teachworks account for the client,
• The payment is allocated to the invoice that was paid
• The invoice is marked as "Paid".
  

Viewing Payment Attempt Results

You can view all payment attempts in the Payment Attempts table, including charges that succeeded as well as failed charges and the reason that they failed.  You can access this table by following the steps below:

1. Click on "Billing" and then click on "Invoices".
2. Click on “Bulk Invoice Payments” on the right-hand side of the "Invoices" table.
3. Click on "Bulk Payment Results" on the right-hand side.

Notifications for Failed Payments

There are no notifications sent to the client when a payment fails. The same is true for charging a single card on behalf of a client. If a client pays from the invoice and their payment is declined, it will display this on the invoice.