Overview
Private Pay students (tutoring is paid for by a private individual and is not part of a contract) may be sold hours in advance of scheduling or invoiced for sessions created be they in advance or in the past.
This tutorial covers Advance Invoicing of hours.
Article Sections
- Browser Warning
- Invoicing from Scheduled Sessions
- To Have in Place
- Create Invoice to Sell Hours or Bill a Fee
- View Tags
- Email Invoice
- Reconcile Invoice
- Duplicate an Invoice
Browser Warning
Only have one browser tab logged into Oases when adding invoices.
Invoicing from Scheduled Sessions
See Creating an Invoice from sessions (Invoice Outstanding) should you wish to schedule first then pull those session to the invoice.
IP03. Create an Invoice/s from Advanced Scheduling
To Have in Place
A student must have a customer record linked to their record to be able to create an invoice.
Create Invoice to Sell Hours or Bill a Fee
1. In the main menu select: Financial > Invoicing - Private.
2. Invoices are created from the Billing tab in the Customer record. The customer record may be accessed by pressing the Billto name link in the student tab, or directly from the Customers tab.
3. From the Billing tab select New Invoice.
4. If you want the invoice to be paid prior to hours releasing to the student (Hold for Payment) change the setting in Hold Credit to Yes.
5. Select the Student Name if there is a sibling group and you have a choice. If there is only one student linked to the customer, the student name will be selected.
6. Press on Select a session type and select the Session Type to be invoiced.
7. Enter the start date only if you are using a date range session type, if not this will be greyed out.
8. Enter the quantity being invoiced. If your session type is configured as 60 minutes then enter the quantity of hours required.
9. Check the rate that came in for the session. This will be your base rate from the configure session types page unless you programmed the student record with a different rate.
10. If you forgot to program a personal rate for the student then just over type it in the amount field.
11. If necessary press Add Item to add additional rows to the invoice.
12. Save.
13. You may view your invoice by opening the invoice back up at any time, by pressing on the invoice row and then pressing Print. A print will open in a new browser tab for inspection.
14. Check that the required number of hours have been released to the student by checking the invoice row or the student page in private invoicing.
Email Invoice
15. If you have Automatic Emailing of Invoices enabled in your Config Settings the invoice will be emailed as soon as it is saved.
16. An invoice may be emailed individually from inside the invoice or bulk email your invoices from the invoice tab at the end of the day.
Reconcile Invoice
17. After sessions have taken place you may assign the sessions to the invoice which is called reconciling the invoice.
This is optional if all of your students are on Advanced Invoicing with no credit limits but if there is a credit limit for the student's linked customer, this must be done to prevent the sessions being pulled to an invoice automatically and thus double billing.
Duplicate an Invoice
18. Private invoices may be duplicated. In the Customer Billing transaction list check off the invoice you wish to duplicate.
19. Drop the dotted menu and select Duplicate Invoice.
20. The invoice will drop into the Transaction List with a reference of Dup and the number of the invoice copied and the new invoice number.
21. Open your invoice and make changes to the description if necessary and the start date if you copied a date range invoice. Save the invoice and check the hours released to the student.
Link To
IP23. Reconcile Invoiced Hours to Sessions
IP03. Create an Invoice/s from Advanced Scheduling
SP02. Create a Parent/Customer Record and Link to Student
SU06. Configuring Session Types
IP09. Date Range Invoicing for Private Pay Services
IP01. Program Different Invoicing Rates Per Student