Overview
Creating an invoice in TutorFirst to bill for tutoring by tutor hour or session hour that has taken place against an agency or funded contract.
Article Sections
- Program Breakdown
- Create Invoice
- Put Tutor on Invoice
- Number or Name Invoice
- Manual Adjustments
- View Invoice
- Multiple Tutors on a Session
- Video
Program Breakdown
Invoicing may be done by:
- Program as a whole
- Each locations within the program
- Individual by tutor
Create Invoice
1. When invoice preparation is complete go to the invoicing area.
In the main menu select: Financial > Agency Invoicing > Select Program.
2. If invoicing per location check off Include Locations and select the relevant program location combination in the menu.
3. Select month in date filter.
4. In the Select Option menu select Unbilled.
5. The tutor names and hours will populate. These sessions should be approved and green. If not approve sessions.
Put Tutor on Invoice
6. To put all tutor hours on one invoice you must check them off.
7. Likewise if you are to make an invoice for just one tutor check off that tutor.
Number or Name Invoice
Optional
8. Name or number your new invoice in the Invoice Nr field. (Not a required action. TutorFirst will give the next chronological number if you do not assign one)
Manual Adjustments
9. Optional. Make any necessary manual adjustments (negative or positive) to your invoice value in the boxes after OTHER. This is used to bill the contract for ancillary items or subtract a room rental payment.
10. Press Create Invoice and the screen will clear.
11. Select your invoice from the Select Option menu. The invoice will load with invoiced hours showing pink.
View Invoice
12. Press the printer icon to view the invoice you have created. A new tab will open with your invoice for inspection prior to sending to the printer.
13. The front page of the invoice details the invoice header set in the previous tutorial and the items being invoiced and a total.
14. Subsequent pages of the invoice detail a summary of the sessions billed and is configurable. See the following tutorial on how to details table.
IE03. Formatting Your ELT Agency Invoice
15. Back on the main TutorFirst tab you can now select Unbilled to move onto the next tutor if billing separately.
16. If you wish to view a specific invoice select it from the same filter. Creating invoice names makes this much easier.
Multiple Tutors on a Session
17. If you have sessions with multiple tutors or counselors on a session and you wish to bill an hourly rate for each tutor on the session rather than just the one tutor/session hour, set you Location Program page to ELT All Tutors.
18. Create the invoice in the normal way and all staff hours will be invoiced.