Setting Up Starting Package Balances

If you bill your clients for packages of lessons and they have lessons or hours from a different software program that you want to transfer to Teachworks, you should first read the Package Billing Method article to understand how packages are tracked in Teachworks.  You can then use the following method to add a client's package balance.

Setting Up a Starting Package Balance

1. 1. The first step is to calculate the client's remaining lessons in their package.
2. Click on "Billing" and then click on "Create a Single Invoice".
3. In the Invoice Items section, select the "Add Package" option in the dropdown menu.
4. Select the service type for the package.
5. In the "Quantity" field, enter the number of hours or lessons remaining.
6. Set the "Unit Price" field to zero (since the client has already paid for this package).
7. Click on the "Approve" button to create the package.

The "Packages Available when Invoice is" setting in the "Package Settings" section of the "Account Settings" page controls when packages are available to your clients.  This setting has the following two options:

1. Approved - This will make the package available to your clients as soon as the package invoice is created as "Approved" (Default Setting).
2. Paid - This setting only makes the package available to your clients after the Package Invoice has been "Paid".

You can change this setting to meet your company's requirements by following the steps below:

1. Click on "Account & Settings" and then click on "Account Settings".
2. Scroll down to the "Package Settings" section.
3. Set the "Packages Available when Invoice is" setting to "Approved" or "Paid".
4. Submit the form to save your changes.

If you are using the "Approved" option (default), you can view your clients' package balances immediately by viewing the Package Balances table by clicking on "Billing" and then clicking on "Package Balances". If you are using the "Paid" option, package balances will be available once the invoice is paid.