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 by following these steps:

Client Owes Money

If a client owes money you will need to create an invoice to add the amount owed to their balance in Teachworks.  Follow the instructions for creating an invoice here: Creating a Single Invoice.  Use the "Add Charge" method to enter a charge for the amount that is owed.  In the description you can indicate that this is a starting balance, or you can indicate the specific lessons or invoice from your previous billing system.  

If you will be billing the client for additional transactions, you can click the "Save" button to save the invoice until you add the additional charges.  Once the charges have been added, click the "Approve" button and it will be added to the client's balance.

If you want to add the balance to the client's account immediately, click the "Approve" button.

Client has Credit Balance

If a client has a credit balance, you will need to create a Credit Note for their balance.  You can follow the steps in this article: Creating a Credit Note. Choose the "Add Charge" option and indicate that the credit details in the description field.  Click the "Approve" button to approve the credit.

When you generate an invoice for the client you will be able to apply this credit to that invoice and the invoice balance will be reduced by the amount of the credit.