If you receive payments from your clients outside of Teachworks, Teachworks allows you to manually record payments these payments so you can allocate them to their invoices.
There are multiple methods that you can use to record a payment and these are described in detail below:
Method 1 - Recording an Invoice Payment
To record a payment directly on an invoice, follow these steps:
Click on "Billing" and then click on "Invoices".
Click on the invoice that you'd like to record a payment for by clicking the "View" icon.
Scroll to the "Record Payment" section at the bottom of the invoice.
Enter the payment details. If the payment is for more than the amount due on the invoice, an overpayment will be created for the excess amount that can then be applied to other invoices.
If you want to send an email to notify the customer that a payment has been received, check the "Sen Receipt" checkbox.
Submit the form.
NOTE: If this section doesn't appear then the check the invoice status - the invoice must have the status "Approved" in order to record a payment.
NOTE: If you will be processing payments for multiple invoices, you can click the arrow icon on the right of the "Save Payment" button and click the "Charge & View Next Unpaid" option. This will bring you to the next unpaid invoice after the charge has been completed.
Method 2 - Recording a Payment Before Invoicing
If you need to record a payment before you've invoiced the client, you can follow these steps:
Click on "Billing" and then click on "Payments".
Click on the "Record Payment" link on the right-hand side of the table.
Enter the payment details.
If you'd like to record additional payments, click the "Save & Add New" button. Otherwise click the "Save" button.
After the payment has been created, the next time you create an invoice for the client, you'll be able to allocate the payment to the invoice.
Sending/Resending A Payment Received Receipt
While you are recording a payment in Teachworks, you'll have the option to send a payment receipt to the client. However, if you didn't select the "Send Receipt" checkbox initially, or if you would like to resend the receipt, you can follow the steps below:
Click on "Billing" and then click on "Payments".
Find the payment you'd like to send the receipt for and click on the "View" icon to view the payment.
Click on the "Options" menu at the top of the payment.
Click on "Send Receipt" to send the receipt email.
Stripe Integration
If you're using our Stripe Integration to process credit card payments, payments will be recorded automatically. You can find more information about our Stripe Integration here: Stripe Integration.
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