Setting Up Starting Balances

If you are switching to Teachworks from a different system, you may need to set up starting balances for your clients in Teachworks.  You can set up starting balances for your clients using one of the following options:

Client Owes Money

If a client owes money to your business, you will need to create an invoice to add the amount owed to their balance in Teachworks.  You can find the instructions for creating an invoice here: Creating a Single Invoice.  

When generating the invoice, use the "Add Charge" option and enter a charge for the amount that is owed.  In the "Description" field, you can add a note to indicate that this is a starting balance, or you can indicate the specific lessons or invoice from your previous billing system that the charge is for.

Once the charge(s) have been added to the invoice and you've checked to make sure everything is accurate, click the "Approve" button to create the invoice and add it to the client's balance. If you will be billing the client for additional transactions at a later date, you can click the "Save" button to save the invoice until you add the additional charges.

Client has a Credit Balance

If a client has a credit balance, you will need to create a Credit Note for their balance.  You can find the instructions for creating a credit note in this article: Creating a Credit Note.

When generating the credit note, use the "Add Charge" option and enter the amount of credit they will be carrying over.  You can use the "Description" field to add a note indicating details about the credit note. Once the charge(s) have been added to the credit note and you've checked to make sure everything is accurate, click the "Approve" button to create the credit note.

When you generate an invoice for the client, you will be able to allocate this credit note to the invoice and then the invoice balance will be reduced by the amount of the credit note (see Allocating Credit or Unallocated Payments to an Invoice).