This feature is currently in early access and will be made available for companies that request it for their accounts. If you would like to use this feature, please send an email to support@teachworks.com.
The Third Party Billing Add-on is a premium add-on that includes a 3-week free trial and is designed to help you save time and streamline billing processes. It allows you to create dedicated profiles for agencies, organizations, or sponsors who can then make payments on behalf of families or independent students.
Enabling the Add-on
Click on "Account & Settings" and then click on "Integrations & Add-ons".
Use the search field on the right-hand side and enter "Third Party Billing".
Click on "Enable" under the add-on's section.
Usage
After enabling the add-on, a new Third Party Payors table will become available and you can view it by clicking on "Students" and then clicking on "Third Party Payors".
Creating Third Party Payors
You can create profiles for the agencies, organizations or sponsors by following the steps below:
Click on "Students" and then click on "Third Party Payors".
Click on the "Add New Third Party Payor" link on the right-hand side.
Add the name of the organization or agency to the "General Name" field.
Enter the details of the individual from the organization or agency that will be using the account.
Enable a user account (optional).
Submit the form to save your changes.
NOTE: Enabling a user account for a third party payor profile will allow them to login to Teachworks. However they are only able to view the invoices and payments they've made. They can also add their own credit card information if you are using the Stripe Integration.
Assigning a Third Party Payor to a Family or Independent Student
You can add and associate a family or independent student to a third party payor by following the steps below:
Click on "Students" and then click on "Families" (for families) or "Students" (for independent students).
Edit the family or independent student's profile by clicking on the "Edit" button.
Scroll down to the "Third Party Payor Details" section.
In the "Third Party Payor" field, select the agency, organization or sponsor.
Submit the form to save your changes.
Viewing Associated Families and/or Independent Students
You can view a third party payor's profile to see a list of all the family or independent students that are associated with them by following the steps below:
Click on "Students" and then click on "Third Party Payors".
View the third party payor's profile by clicking on the "First Name" or "Last Name" fields.
Click on the "Associated Customers" link on the right-hand side.
Billing a Third Party Payor
When creating invoices for your customers, you'll follow the same process as detailed in these articles: Creating a Single Invoice, Creating Multiple Invoices and Invoice Autopilot Add-on.
You'll select a customer as usual, but if they have a Third Party Payor assigned, the created invoice will be billed to the Third Party Payor.
Creating Single Invoices - When you select a customer that is associated with a third party payor, you'll see a message indicating the third party payor, as shown in the image below:
Creating Multiple invoices and Invoice Autopilot Schedules - There won't be a message highlighted when you select one or more customers when creating invoices in bulk or when adding them to an invoice autopilot schedule, but when created the invoice will be billed to the third party payor if one has been assigned to the customer.
As soon as the invoice(s) are created they will be assigned to the third party payor and you can see this when viewing the "Customer" field on the invoices table.
The original customer's name will still be associated with the invoice when it is being viewed, located on the right-hand side as shown below: