Teacher Invoices Add-on

If you are in an area where teachers are independent contractors and are required to invoice your company, you can enable the Teacher Invoices Add-on.

Enabling Teacher Invoices

1. Go to the Account & Settings tab and click "Integrations & Add-Ons"

2. Under the Teacher Invoices section, click on "Enable"

3. There will now be a "Teacher Invoices" section displayed under the Employees Tab

Settings

You can adjust several Teacher Invoice settings to fit your company's needs.  These include the following:

1. Invoice Title - The contents of this field will be displayed at the top of the teacher invoice.
2. Teacher Address Details - Using Merge Tags, this field controls how the teacher's address details appear on the invoice.
3. Company Address Details - Using Merge Tags, this field controls how your company's address details appear on the invoice.
4. Default Instructions - This will be set as the default instructions on the Teacher Invoice form. Instructions can be edited on the form for individual invoices.
5. Lesson Statuses - Specify the Lesson statuses which can be included on Teacher Invoices.  Leaving this field blank will include lessons with any status.
6. Lesson Description - Use the merge tags to set the description displayed for lesson line items. Note: Date is included by default for each line item row.
7. Non-Teaching Events - Use the merge tags to set the description displayed for non-teaching line items. Note: Date is included by default for each line item row.
8. Enable Sales Tax - When enabled, you can set a default sales tax rate that will be calculated on and added to the invoice subtotal.
   1. Default Sales Tax Rate - Sets the default tax rate set on the Create Teacher Invoice form. This can be changed when creating a teacher invoice.
   2. Default Sales Tax Label - Label for sales tax row if sales tax rate specified. Label can be edited on the form for individual invoices.
9. Notify Company of New Invoice - When enabled, this will send an email to your company email address when a teacher creates a new invoice.
10. Exclude Paid Records - When enabled, any lessons that have already had a payment allocated to it will not be added to an invoice.
11. Allow Teachers to Create Invoices - Enable this setting to allow teachers to also create their invoices on their own. By Default, Administrators are the only ones able to create Teacher Invoices on behalf of Teachers.

Creating a Teacher Invoice

1. Under the Employees Tab, click on "Teacher Invoices"

2. Click on "Create Invoice from Teacher" on the right hand menu

3. Select the Teacher whose Invoice you will be creating and click "Next"

4. Set the Teacher Invoice Date

5. Specify an Invoice Number

6. Select the Period Start Date and the Period End Date (This will pull all of the lessons and "Other Work" hours onto the Invoice within the timeframe you have selected).

7. Enter in any relevant details or instructions in the "Details/Instructions" field.

8. Set a Sales Tax Label and set the Sales Tax Rate (If you've enabled Sales Tax in the settings).

9. Click "Preview Invoice" to see what the invoice will look like

10. Click on "Create Invoice" when you are ready to approve the invoice

Creating a Teacher Invoice on a Teacher Account

1. Click on the "Invoices" Tab

2. Click on "Create Invoice" on the right hand menu

3. Verify your Address details are correct in the "Teacher Address" field

4. Set the Teacher Invoice Date

5. Specify an Invoice Number

6. Select the Period Start Date and the Period End Date (This will pull all of the lessons and "Other Work" hours onto the Invoice within the timeframe you have selected).

7. Enter in any relevant details or instructions in the "Details/Instructions" field.

8. Set a Sales Tax Label and set the Sales Tax Rate (If Sales Tax has  been enabled in the settings).

9. Click "Preview Invoice" to see what the invoice will look like

10. Click on "Create Invoice" when you are ready to approve the invoice

NOTE: The start and end dates are always in the company time zone, even if the teacher is in a different time zone due to the company being the customer and verifying the lessons on the invoice needs to have everything in the company time zone.

Recording an Invoice Payment

When an invoice has a value greater than zero a payment form will appear at the bottom of the invoice for an amount equal to the invoice total.  You can adjust the date, enter a description and choose to email a pay slip to the teacher. To record the payment submit the payment form.

Using this form to record a payment will also mark the lessons and other transactions that appear on the teacher invoice as "Paid" on the Hours & Earnings page for the teacher.