TutorCruncher can be used to keep track of your income, payroll and any expenses such as travel or registration fees. Professional invoices and payment orders are automatically created that you can send to your clients and tutors.
You can even take online card payments securely using Stripe, making it quick and easy for clients to pay your company rather than paying your tutors directly. This service helps you retain clients that you have worked hard to acquire.
Please note that it is a company's responsibility to check every invoice and payment order to make sure they are correct before receiving or dispensing funds.
How does TutorCruncher keep track of charges?
Charges in TutorCruncher correspond to those from lessons and ad hoc charges. Invoices sum up the revenue from your clients, while payment orders track your payments to tutors and affiliates. TutorCruncher also allows for clients to top up their balance, in the form of credit requests, and pay for charges as soon as they are invoiced. Users can easily see all their associated charges from their profiles.
How are lessons charged?
Every lesson that is logged on TutorCruncher will create charges to any clients on that job. The charges are calculated by multiplying the charge rate by the number of units. The units can be set to hours or one-off (per lesson) via the charge type. These charges are added to the client's next invoice after the lesson is marked as complete.
What is an ad hoc charge?
Ad hoc charges are any charges that are not lesson-based. For example, these could be expenses, registration or consultation fees. Like lesson charges, these can be multi-directional with some or all of the charge being passed on to a tutor and a share of the commission being passed to an affiliate.
How do I create an ad hoc charge?
Administrators can create ad hoc charges on jobs and lessons. Navigate to the job's or lesson's details page and click the plus icon on the 'Ad Hoc Charge' panel. Fill in the appropriate details including the AHC category and client/tutor/affiliate. Only users on the job/lesson can be placed on the AHC.
You can also create AHCs at Activities > Ad Hoc Charges. Click the 'Add Ad Hoc Charge' button and fill in the appropriate details. An AHC created in this way is not linked to any specific job or lesson.
Why Can't I Edit my Ad Hoc Charge?
There are a few reasons that an Ad Hoc Charge may not be available to edit.
- It is associated with a Raised Invoice (Paid or Unpaid) - You will need to void this Invoice in order to edit the charge.
- It is associated with a Raised Payment Order (Paid or Unpaid) - You will need to void this Payment Order in order to edit the charge.
- It is listed on a job which has been marked as Finished - You will need to change the job's status back to In Progress in order to be able to edit the charge.
How Do I Invoice Users in Different Currencies using Ad Hoc Charges?
Have a client that you want to bill in a foreign currency? You can charge clients using other currencies by setting up Alternative Currencies for your Ad Hoc Charges.
How to set up charging through a foreign currency:
- Go to System > Settings > Accounting > General
- Check the box for "Charge clients in other currencies"
- Go to Activity > Ad Hoc Charges
- Click Add Ad Hoc Charge in the top left
- Tick the box for "Use Alternative Currency"
- Select one of 22 global currencies from our dropdown menu
- Enter your charge to the client
- You're done, this alternate currency charge is ready to be invoiced for!
Important Things to know about TutorCruncher's Alternative Currency charges:
- Alternative currencies apply only to client charges, not to tutor payment, any tutor payments entered in these Ad Hoc Charges will be in the branch default currency (this also does not apply to affiliates).
- Exchange rates are based on the daily exchange rate as set by the internatonally rceognised Open Exchange Rates (the same used by Stripe themselves) and these exchange rates are calculated on the day that the Ad Hoc Charge is created (not the day the invoice is drafted/sent out).
- Alternate currency charges will appear on separate invoices and will need to be generated and raised separately.
- A 2% flat fee will be applied by Stripe to all Card Payments of alternate currency invoices in order to be converted into the default branch currency.
What is an expense?
Expenses are ad hoc charges that are specific to tutors. Tutors can create expenses on jobs and lessons. They can only be placed on clients on a job/lesson, and the payment goes to the tutor who created it. A tutor cannot add an affiliate onto an expense.
How do I create an expense?
Tutors can create expenses on jobs and lessons. Navigate to the job's or lesson's details page and click the plus icon on the 'Expenses' panel. Fill in the appropriate details including the AHC category, client, and amount. Only users on the job/lesson can be placed on the AHC.
Tutors can also make expenses from the Expenses tab. Click the 'Add Expense' button and fill in the appropriate details. An expense must at least be linked to a specific job.
What is an ad hoc charge category?
Ad hoc charges are given categories to help you organise how the charge is managed. Several parameters can be set on the category including default tax setting, sales code, charge via branch, etc. Every AHC requires a category. Existing AHC categories can be edited, and new ones can also be created. You can also see a breakdown of your income by AHC category under the 'Ad Hoc Charge Categories' tab in Analytics > Income Breakdown.
How do I create an ad hoc charge category?
You can create a new ad hoc charge category by navigating to System > Settings > Accounting, and clicking first the 'Ad Hoc Charge Categories' button and then the 'Add Ad Hoc Charge Category' button. Fill in the appropriate details including a name and default tax setting. If the 'Tutors' box is selected, then tutors will be able to use this AHC category when creating an expense.
How do I charge clients upfront/ahead of time?
Charging clients ahead of time can be done in two ways.
If you know when the lessons are going to take place, then you go to a job and create lessons in the future. Once they exist, a you will be able to create Credit Requests for all of your client's planned lessons within a certain date range. Learn more about Credit Requests.
Alternatively, if you don't know when a lesson is going to happen, and just want the client to prepay an amount to be allocated to lessons later, then you can go the client's page and click the Add Credit Request button (under the Credit Requests panel) to send one.
Once a lesson has a Credit Request associated to it, you will be able to see this on the lesson's page.
When you approach the end of a given month, you will need to generate a proper invoice to send to the client, both for you to reconcile your books and for the clients to receive a breakdown of the lessons received and lesson reports.
With Automatically pay invoices enabled, the invoice will be marked as paid in TutorCruncher and that will show in the email the client receives.
What is an invoice?
Invoices collect the charges that have been placed on your clients from lessons and ad hoc charges. When you generate invoices, you can review each one before sending them to your clients. Your clients can see any sent invoices and pay for them from their account.
How do I create invoices?
Navigate to Accounting > Draft Invoices, click the button 'Generate' and select the date range for which charges will be generated.
Uninvoiced lessons and ad hoc charges dated within this range will be included into the generated invoices. Lessons must be marked as 'Complete' or 'Cancelled but Chargeable' to appear on the invoice. If you also wish to generate payment orders for your tutors for items that have not yet been paid for, you can tick the select box on the form.
Both invoices and payment orders will be generated when doing this. The same process can also be done from in 'Draft Payment Orders'.
How do I review invoices?
Navigate to Accounting > Draft Invoices to review your new invoices. Clicking on an invoice will allow you to see which lessons and ad hoc charges are on the invoice. By clicking on a charge you will reveal the flow of money for that particular charge including the payer, payee of the commission and of the tutor's fee. You can remove any items you don't want on the invoice and view the PDF that will be sent to your client. If any of the items are edited, the changes will be reflected in the draft. However, the items will not be editable once the invoice is sent.
How do I send invoices?
To send invoices to clients, navigate to Accounting > Draft Invoices. Confirm the invoices using the right arrow buttons, use the checkboxes to confirm several invoices at once, or go to an invoice and click the the 'Stage invoice' button. Then send all your staged invoices by clicking the 'Send Staged Invoices' button. Note that any items on a sent invoice cannot be changed or edited. (Items can still be deleted, but remember to use this feature responsibly to avoid mismanaging your accounts.)
If your client has a valid email address, the invoice will be emailed to them, and it will be available in their Invoices tab in their TutorCruncher account. Note that depending on your branch settings, emails may not be sent for invoices which can be autopaid.
Can I send an invoice without sending an email?
Yes, all invoices can be sent to each client without having to send an email notification. This can be useful if you are reissuing a corrected/already paid invoice and you do not wish to confuse your client. Your clients can still see any sent invoices and pay for them by logging in.
Navigate to Accounting > Draft Invoices and confirm the invoice(s) that you wish to send in the same way as is explained above.
Once the invoice(s) are confirmed, click Raise Confirmed Invoice(s) and the top of the page.
A popover will appear to indicate which invoice(s) will be raised and sent to your clients. With this popover, you can choose to send them a corresponding e-mail notification and the checkbox to do so will be enabled by default. If you do not wish your client to receive an email, just uncheck the box corresponding to that client.
Click 'Raise Invoices' to complete the process.
If you go to Accounting > Sent Invoices and select an individual invoice, you can see in the 'Related Emails' section at the bottom of the invoice page that no email has been sent.
How do I pay an invoice?
Clients can pay invoices from their accounts using the card payment service Stripe. Navigate to your Invoices tab, click on an 'Unpaid' invoice, and click 'Pay with card'. Then enter your card details and click pay. TutorCruncher lets your clients pay their invoices via card without requiring a login to their account, they can simply do so via a secure email link.
Administrators can also mark the invoice as paid if your clients have not paid the invoice from their account. Navigate to Accounting > Sent Invoices, and click 'Mark Paid' next to the invoice. Record the amount paid on the invoice and the method. Alternatively, you can pay with Stripe by clicking on the invoice and clicking the 'Pay with Card' button.
Payments can be made in parts, but the invoice status will only be marked as 'Paid' once the whole amount has been paid for. If your company setup allows for automatic payment, the invoice can be automatically paid if the client has enough funds topped up.
What is a Deferred Payment?
If a customer has saved their card details when paying an invoice or topping up their account using Stripe, then you can choose to pay an invoice or credit request using the option 'Take Deferred Payment.' When this is selected, the client will receive an email explaining that you will take payment after a delay, which defaults to 5 days. The deferred payment delay is customisable in System > Settings > Accounting.
After the time period, payment is then taken against the card on the client's account.
How do I void an invoice?
To void an invoice, you must issue a credit note. Credit notes are issued if there is an error or dispute with the invoice. Go to the invoice and click on 'Issue Credit Note' at the top of the page. Fill out a description and the type of credit note, then click Submit. Payments cannot be made on a voided invoice. Any items on the voided invoice will be marked as uninvoiced, and charges must be regenerated to put the items on a new invoice.
How do I refund a client?
If an already paid invoice is voided, credit will be added to a clients account without actually refunding this credit. If a refund is necessary, this needs to be done outside of the system and the client's balance needs to be adjusted manually to reflect that a refund has taken place. This is done in People > Client > Adjust Balance. Stripe and GoCardless refunds can be done by going into your specific account with these payment gateways. Once this has been actioned, go to the client's page and click 'Adjust Balance' where you can then specify a negative amount to deduct from their balance, reflecting that a refund has taken place.
How do I turn off free lessons appearing on invoices?
In System > Settings > Accounting you can select the option 'Ignore free Lessons' to change this.
Why isn't a lesson appearing on my invoice?
There are a few reasons why this could happen:
- Is the lesson marked as Complete? If you go to the lessons page, is there a green box saying Complete? Otherwise, you can click the 'Mark Complete button'. If this isn't available, check the reasons you cannot edit a lesson.
- Has the lesson already been invoiced? On the lesson's page, you might have a panel called Invoices - if not this isn't the reason. If this panel is there and there is already an Invoice with Sent, Pending or Paid beside it, then the lesson has already been invoiced for.
- Is the lesson chargeable? This is an easy check. On the lessons page, beside the student's name there will be the amount you are charging. If this is zero, then the lesson won't be invoiceable.
What is Auto Invoicing?
If enabled, Auto Invoicing will allow invoices to be automatically sent to a client when a particular lesson is marked complete. This invoice will apply to any and all students involved in the lesson completed and it will be triggered on either a a job-by-job basis or a branch-wide basis. Invoices which are sent out via Auto Invoice appear as normal under Accounting > Raised Invoices and can be charged in the same ways. If Auto Charge is enabled this will still apply to Auto Invoices and the corresponding invoices will be charged. Please note: Enabling Auto Invoice will automatically require that lesson reports be written at the end of a lesson, this will be the case regardless of whether or not you have selected the option for Lesson Reports Required.
How do I set up Auto Invoicing on a Job?
- The first step is to navigate to the relevant job which you would like to edit, once on the job information page click Edit on the top of the page.
- Below "Accounting Settings" you will see an option for Auto Invoice, you can check this box and press Submit.
- Now you can Mark a lesson in that job as Complete.
- When the lesson has been marked as complete you will be prompted to Add a Lesson Report as normal, this will be follow by a screen which tells you that all invoices for this lesson will be generated and raised now, along with the clients to whom they will be sent, which you can chose to approve.
- That invoice now shows like any other raised invoice with which you deal otherwise, readily available under Accounting > Raised Invoices for you and your records.
How do I set up Auto Invoicing For All Jobs?
- Navigate to System > Settings > Accounting Settings > General.
- Scroll down to Auto Invoice.
- Check the box for Auto Invoice and scroll down to click Submit.
- Auto Invoices will now be set as the default on all new jobs created.
NB. This will only apply to new jobs created after that change is made, existing jobs will still have to be edited via the process mentioned above in order for Auto Invoicing to take place.
What Does a Tutor See When Marking an Auto Invoice Lesson as Complete?
Tutors will not see any difference between Auto Invoicing or otherwise when they mark a job as complete. While it will be the action of marking the lesson as complete that sends this invoice, tutors will not be made aware of that fact by TutorCruncher.
What is a payment order?
Payment orders (PO) are used in TutorCruncher to facilitate tutor payment. They provide the company and individual tutors a breakdown of finished work and earnings. They also track payments to affiliates who earn money off commission. POs are generated once the invoice associated with lessons on the payment order has been paid, unless specified otherwise.
How do I generate payment orders?
Navigate to Accounting > Draft Payment Order and select the date range for which charges will be generated. Both payment orders and invoices will be generated. By default, only invoiced lessons and ad hoc charges dated within this range will be included into the generated POs.
If you also wish to generate POs for your tutors for items that have not yet been paid for, you can tick the select box on the form.
Click on 'Regenerate' to generate POs, as well as invoices.
How do I review payment orders?
Navigate to Accounting > Draft Payment Orders to review your new payment orders. Clicking on a payment order will allow you to see which lessons and ad hoc charges are on the PO. By clicking on a charge you will reveal the flow of money for that particular charge including the payer, payee of the commission and of the tutor's fee. From here you can remove any items you don't want on the PO and view the PDF that will be sent to your tutor.
How do I send payment orders?
To send payment orders to tutors, navigate to Accounting > Draft Payment Orders. Stage the POs using the right arrow buttons and checkboxes, or by going to a PO and clicking the the 'Stage payment order' button. Then send all your staged POs by clicking the 'Send Confirmed Payment Orders' button. Note that any invoiced items cannot be changed or edited. (Items can still be deleted, but remember to use this feature responsibly to avoid mismanaging your accounts) If your tutor has a valid email address, the PO will be emailed to them, or it will be available in their Payment Orders tab.
How do I pay a payment order?
Our customers who are based in the UK and the USA can payout to tutors using Telleroo, our integrated automatic bank transfer system (See here for how to make Automated Payouts with Telleroo!). Alternatively payments can always be recorded by manually clicking Mark As Paid on the Payment Order. Payments can be made in parts, but the PO status will only be marked as 'Paid' once the whole amount has been paid for.
NB. If not using Telleroo and instead marking a payment made manually by clicking Mark As Paid on the payment order, this will not deduct anything from your bank account, and it will not pay the tutor automatically. This is a service used to track whether or not someone has been paid by other means (eg. cash, a payroll system separate to TutorCruncher, etc.).
How do I void a payment order?
To void a payment order, click on the 'Mark Void' button at the top of the PO's page. Fill out a description and the type of voided PO, then click Submit. The accounting on any item on a voided PO will marked as incomplete, and charges must be regenerated to put the items on a new PO.
What does 'Generate Payment Orders including items not associated with a paid Invoice' mean?
If this option is not enabled, TutorCruncher will only generate payment orders for items that have been paid for. If you check this box and then click Regenerate, TutorCruncher will generate payment orders for all items within the date range provided.
For instance, Joe Bloggs, the tutor, gives one lesson to Sarah Jones, at which point you wish to generate a payment order to send to Joe without Sarah having paid for the lesson. If you were to generate invoices and payment orders without checking this box no payment order would be generated, as Sarah has not paid for the lesson.
If you enable 'Generate Payment Orders including items not associated with a paid Invoice' then when you click Regenerate All, a payment order for Joe will be created.
In simple terms, not checking this box is for companies who only pay their tutors once they have been paid by the client, while checking the box means that you pay your tutors regardless of whether or not you have been paid.
Why isn't a lesson appearing on my payment order?
There are a few reasons why this could happen:
- Has the lesson been paid for? If you only pay tutors for lessons that you have been paid for, then perhaps the lesson hasn't been paid for. On the lesson's page, you might have a panel called Invoices - if not this isn't the reason. If this panel is there and there is already an Invoice with Sent, Pending or Paid beside it, then the lesson has already been invoiced for. If you pay your tutors regardless of whether or not an invoice has been paid, then you will want to tick the 'Generate Payment Orders including items not associated with a paid Invoice' checkbox when Generating Invoices or Payment Orders. Learn more.
- Is the lesson marked as Complete? If you go to the lessons page, is there a green box saying Complete? Otherwise, you can click the 'Mark Complete button'. If this isn't available, check the reasons you cannot edit a lesson.
- Is the lesson chargeable? This is an easy check. On the lessons page, beside the tutor's name there will be the amount you are charging. If this is zero, then the lesson won't generate a Payment Order.
Credit Requests and Client Balance
What is a credit request?
A credit request is an upfront request from a client for payment. Once the credit request is paid, the client's balance will go up. Then, as lessons are invoiced against their name, the client's balance will reduce accordingly. The client's balance can be viewed from their profile or from Accounting > Client Balances.
Credit requests can be created in two different ways:
- Created individually and unrelated to planned lessons
- Created from planned lessons in the calendar
How do I create and send an individual credit request?
You can send credit requests by navigating to Accounting > Draft Credit Requests, and clicking the 'Create' button. Fill in an amount, a category, a description, specify the client and their student, then click 'Submit'. You can choose to keep the request in a draft stage to send later or send it immediately by selecting the 'Sent Immediately' box.
Your client will receive an email notification and they'll be able to pay the credit request by card or according to your payment preferences.
Can I create templates for my credit requests?
If you offer packages, for example, 10 hours of tutoring at a specific price, you can create templates for your credit requests. If you go to your System > Settings > Credit Request Categories then you can create a category for your Credit Requests.
From here, you can set a default amount and a default description for a specific Category so that when you create a Credit Request, the fields are filled in automatically.
Can I invoice for all my lessons ahead of time?
By planning future lessons on your jobs, you are able to send Credit Requests to your clients based on the planned lessons in a certain date range. These planned lessons can be added to your jobs by either a tutor or an administrator.
Once you have lessons in the future in your calendar, you can navigate to Accounting > Draft Credit Requests and click 'Regenerate'. You can specify the date range for lessons which you want to be included in your credit requests to ensure that you only bill your clients for lessons in a specific date range.
You will now have a series of draft credit requests. You can review these and make any changes to them before raising them if you wish.
How do I send my draft credit requests?
If you have Credit Requests on the Draft Credit Requests screen, then these have not yet been sent to your clients. You will need to click the arrows next to the items in order to confirm and then raise them. Take a look at our tutorial video for how to do so.
How do I pay a credit request?
If you are a client, you can pay a credit request by navigating to the Credit Requests tab and clicking on the credit request. The next page will allow you to view the credit request PDF and pay using Stripe. Alternatively, if you are an administrator, you can manually mark a credit request as paid or pay using Stripe. Navigate to Accounting > Credit Requests, and click on the credit request. Click the 'Pay with Stripe' button or the 'Mark as Paid' button to record the payment.
Can a client add credit to their account?
You can enable clients to top up by navigating to System > Settings > Accounting and setting 'Client top-up permissions' to 'Can topup'. A client can then top up by going to their Dashboard and clicking the 'Balance Top Up' button. Enter the amount you would like to topup then pay with Stripe. You should notice that your balance has increased by the topup amount.
How do I add credit to a client's account?
You can give a client credit on their account without having to send them a credit request. This can be useful if a client has already pre-paid for your services so that you can reflect the balance on their account.
Navigate to the client's account and click on Adjust Balance.
On the following page you can write a description for why you are adding credit to the client's account and specify the amount of credit to add, as well as the method of payment used by the client for your records.
You can also decide whether to send the client an email notification by ticking the checkbox 'Send Receipt'.
How do I correct a balance adjustment?
It is not possible to undo a balance adjustment, but you can perform a balance correction.
Navigate to the client's account and click on Adjust Balance.
To correct a balance adjustment, you will need to input a negative amount in the 'Amount' field and select 'Balance Correction' in the 'Method' section.
Submit this and the client's balance will be reduced accordingly.
Can I automatically notify a client when their balance is low?
If a client's balance ever goes below a certain threshold, they may receive an email asking them to topup their account. An administrator can set this threshold from System > Settings > Accounting by selecting the 'Low Balance notification' box and entering an amount under 'Low Balance threshold'. Clients must also be able to topup by setting 'Client top-up permissions' to 'Can topup'.
Can I be automatically notified when a client's balance is low?
If a client's balance ever goes below a certain threshold, a client's manager can choose to receive an email notifying them. You can set this threshold from System > Settings > Accounting by selecting the 'Low Balance Notification for manager' box and entering an amount under 'Low Balance threshold for manager'. Learn more about client managers.
Can I allow invoices to be automatically paid from a client's balance?
You can allow auto payment by navigating to System > Settings > Accounting and selecting the 'Automatically mark Invoices paid' box. If an invoice is sent to a client, and that client has enough funds in their balance, the invoice will be automatically paid. Otherwise the invoice may be only partially paid. The client will receive an email notification stating that their invoice has been automatically paid from their balance.
For example, if a client has £300 and you send an invoice for £300, that invoice will be sent to the client as already paid. If a client has £100 and you send an invoice for £300, then the client will be told that the invoice has had £100 paid off it already, and that they still owe £200.
How do I manually pay an invoice from the client's balance?
Click on an unpaid invoice and click 'Pay from Client Credit'.
You must have Automatically Pay Invoices from client's balance enabled for this.
What is the invoice balance?
The invoice balance includes all invoices that have been made to the client and all payments that the client has made to the company. This number represents the debt that the client owes to the company.
What is the available balance?
The available balance includes all chargeable lessons and ad hoc charges to a client, and all payments that the client has made to the company. This number represents the total net balance on a client.
What is the difference between the invoice and available balance?
Both the invoice and available balances include payments that the client has made to the company. However, the invoice balance only includes invoiced charges to the client, while the available balance also includes uninvoiced charges. Some companies do not require payments to be made until charges are invoiced, thus the invoice balance shows how much is owed to the company. On the other hand, the available balance reflects how much the client may eventually need to pay.
How do I create a statement for a client?
You can create a statement by going to the client's page and clicking 'More' on the balance history. You can then click the 'Generate Statement for Available Balance History' button on the next page.
Can I stop lessons being logged for clients with no balance?
Under System > Settings > Accounting there's an option for Prevent Negative Balance. This stops lessons being logged that would being the client below a balance of 0.
What are quick payments?
Quick Payments allow you to instantly charge a client using our card payment system. Rather than creating an ad hoc charge, drafting an invoice, and then taking a card payment, Quick Payments allows you to compress this process into one single step. For any charges that are not related to your client's regular lessons, such as a registration fee or a finders fee, using Quick Payments would be a very effective way to better manage your time. You can use quick payments to charge a client for an ad hoc charge, like an invoice, or to add credit to their account, like a credit request.
How do I take a quick payment?
If you have already set up card payments on your company account, simply go to the Client's page and click 'Take Quick Payment'. You will then be prompted to select one of the following options: Take a payment and generate an invoice - This means creating an ad hoc charge which will then be paid, therefore having no net effect on the client's balance going forward. This is well suited to transactions such as registration/signup fees, or other one-off client expenses unrelated to their lessons. Selecting this option will create a paid invoice once the Quick Payment has been processed. Top the client's account up - This means adding balance to the client's account. This is well suited to topping up a client's balance, or processing a prepayment for a series of lessons which will take place in the future. Selecting this option will create a paid credit request once the Quick Payment has been processed.
From here, you simply need to specify the amount to charge the client and a description for the invoice/credit request that will be stored, depending on which of the above options you selected when creating the quick payment. You can also choose whether to send the client a confirmation of the transaction with the 'Send PDF' checkbox.
How do I instantly charge a card?
Once you click 'Save' on the Quick Payment Form, you will then be prompted to either take the payment with the card on file, or use a new card to process the payment. Once the transaction has been processed, there will be an invoice/credit request stored on the client's profile, depending on which of the above options you selected when creating the quick payment.
What are subscriptions?
Subscriptions can be used in TutorCruncher to charge a monthly fee to clients. They can be customised to be charged just on the client, or per student, and the date they are charged each month can be set. They generate Ad Hoc Charges for all of the clients you select on the dates that you wish, so when you generate and send invoices the clients will be charged for their subscriptions as well as any other charges they have (lessons etc).
It is important to note that Subscriptions do not automatically bill a client and you will still need to regenerate and send invoices when the charges have been created.
How do I create one?
All you need to do is add a specific set of users to a subscription. Then, on the date you have specified, charges will be created for all users on the list. If you specify a date after the 15th of the month, TutorCruncher will assume these charges are for the upcoming month. If you specify a date before the 15th of the month, TutorCruncher will assume these charges are for the previous month.
Accounting Setup and Analytics
How do I change the tax setup?
Tax setups can be changed under System > Settings > Accounting > Tax Setups. You can either edit one of the default tax setups or add a new one by clicking the 'Add Tax Setup' button. Enter a name and rate, and select the 'Taxable' box if you wish for the tax to be used, then click 'Submit'. This tax will then be viewable when creating or editing a job in 'Commission Tax' and 'Tutor Tax' under 'Accounting Settings'. Here you can also set whether the rates on a job are tax exclusive (GROSS) or tax inclusive (NET) in 'Tax Setting'.
You can also select the default tax on tutors and commission by navigating to System > Settings > Accounting and clicking one of the edit icons below. Select your tax setups and click 'Save'. Your chosen tax setup will then be used as the default on jobs.
What's the difference between charge via branch and charge via tutor?
If your tutors are employed by you, use the 'charge via branch' setting. This will send invoices to your clients directly from your company. If your tutors are self-employed contractors, with you acting as an agent, use the 'charge via tutor' setting. TutorCruncher will lay out the paperwork with charges for tutoring services coming from the tutor and your commission as a charge from you to the tutor. This can be set in System > Settings > Accounting by selecting the 'Charge via Tutor' box. You can also force an invoice sent to a client to be charged via branch by editing a client's profile and selecting the 'Charge Via Branch' box.
Is TutorCruncher compatible with accounting packages?
TutorCruncher’s accounting is compatible with accounting packages like Xero, Quickbooks and Sage. Accounting data from within TutorCruncher can be exported in CSV format, that can then be imported to other accounting programmes.
How do I change my sales code?
Sales codes are used for integration with Xero and other accounting packages. Sales codes can be changed under System > Settings > Accounting > Sales Code Groups. You can either edit one of the default sales codes or add a new one by clicking the 'Add Sales Code Group' button. Enter a description and a number for each code, then click 'Submit'. This code group will then be viewable when creating or editing a job in 'Sales Codes' under 'Accounting Settings'.
How do I export my accounting details?
To export data into a CSV file navigate to System > Export, and click 'Accounting'. Select your date range and either invoices, payment orders, or credit requests, then click 'Submit'. A link will be created from which you can download a CSV with your accounting details you can then import into your accounting system.
How do I examine the cashflow of my branch?
TutorCruncher has a built-in analytics system that allows you to monitor your cashflow from clients to the company to tutors. By navigating to Analytics > Income Breakdown, you can filter your income by client, tutor, subject, and more. Income can be broken down by client, tutor, subject and split further into your net amount, tax amount and tutor amount. From Analytics > Income Over Time, you can see your company's revenue over time. Navigate to Analytics > Appointment Hours to view analytics on your appointment hours. Your Dashboard gives you, among other information, an overview of the subjects taught at the moment. You can also monitor any action carried out by your users, from editing a profile to voiding an invoice, by navigating to Analytics > Activity.
TutorCruncher has options to allow you to process online payments whenever you need to charge your clients. There are details below on the specific payment options available to you from our integration partners, Stripe and GoCardless. They have varied global availability, so if you're unsure as to how to get set up, then get in touch with firstname.lastname@example.org.
Either one of these payment methods can be used to pay invoices and credit requests automatically.
What is Stripe?
Stripe is an integrated card payment system that allows clients to pay invoices directly online. It is quick and easy to use, helping you to take money more easily. We love Stripe.
Clients can pay their invoices online via a link in their invoice emails or from their TutorCruncher account. Administrators can also collect money from clients who have saved their card details.
How do I save a client's card details?
Admins can save clients' card details by navigating to a client's profile and clicking the 'Save card' button under 'Payment Details'.
Can customers choose to save their card when paying?
That is correct, when a client follows a link to pay by card they can choose to store the card on file for future transactions. To enable this opt-in for your clients, go to System > Settings > Card Payment Integration and save the 'Force Saved Card' field as unticked.
How do I delete a card from a client's account?
To delete a credit card from a client's profile, go to their profile, then click the button 'Edit card details' on the top right, and click the bin icon next to the card you wish to delete.
How can I add the card payment fee onto the invoice?
You can add card fees to your clients' invoices by navigating to System > Settings > Card Payments and selecting 'Add Card Fee'. You can then enter either a fixed or a percentage card fee. Submit your changes by clicking 'Save'.
How do I set up Stripe?
To set up Stripe, navigate to System > Settings > Card Payments and click 'Setup card payment integration'. The stripe setup will first ask you to enter some business and banking details, and then you can start accepting online card payments through TutorCruncher.
An admin can save a card on file for a client, or the client can simply follow the link in the default invoice email to pay by card themselves.
You can also test Stripe in your demo branch using test debit/credit cards. Some valid test card details are:
4242 4242 4242 4242- Visa
4000 0566 5566 5556- Visa Debit
5555 5555 5555 4444- MasterCard
For expiry date on the test card use any future date and for CVC any three-digit number.
How much does it cost to use Stripe?
When Stripe pay out into your business account, they take their fee. This fee varies by country and can be seen here.
ACH payments are Direct Debits, USA style (this one is just for our American clients - for information on how to take Direct Debits outside the USA, check out our GoCardless Integration here)
How do I get started with receiving ACH Payments?
A pre-requisite for setting up ACH Payments is setting up Stripe, which you can read about here.
Once Stripe is up and running, you can follow this process
Go to System > Settings > ACH Payment Integration
In a new tab, open the link for Set up a Plaid Account.
Setup or Login to your Plaid Account, this could take a little while, 1-7 days depending on what you're looking for. Plaid will take over from here for a little while. Put your slippers on, make a cup of tea and settle in for a cosy one.
Plaid have come back to you with the final confirmation, good times, you're ready to roll! Back to TC, into System > Settings > ACH Payment Integration
The above will bring you to your Stripe account, where you can sign in and then press the button that says Connect my Stripe Account
Back to TutorCruncher, one more new tab, this time click the link for the Plaid Dashboard.
On the Plaid Dashboard you'll see three keys; a Secret Key, a Public Key and a Client ID.
Take those keys and copy them into the corresponding spaces on TutorCruncher, and press Save!
What is GoCardless?
GoCardless is a partner that we have integrated with to allow you to take Direct Debit payments. GoCardless isn't available in every country, but that list is getting longer, have a look at their global reach here.
How do I set up GoCardless?
How long does it take for my GoCardless account to be approved?
An account typically takes 3-4 working days to be approved, but can take longer.
How long does it take for a payment to get to my account?
Generally payments take 5 working days to be approved, from the time that you submit the payment from TutorCruncher. If it is the client's first time using GoCardless, it will take an extra day.
When can I start taking payments?
As soon as you create your account you can ask your clients to sign up, and create payments. You will not be able to receive payments until your account is verified, but clients will still be charged.
How do I ask clients to sign up for GoCardless?
Go to a client's page and click Setup Direct Debit. You can now automatically send out the link that will enable the client to sign up. This will create a Direct Debit mandate on their account.
How long does it take for a client's GoCardless account to be approved?
A Direct Debit mandate takes 2 working days to be approved.
What happens when you click 'Pay with Direct Debit'?
As soon as you submit a payment for an invoice, the client receives an email from GoCardless featuring the date they will be charged, usually in 3 working days. They have this time to cancel the payment if they wish. The invoice will then have the status 'Pending'.
There is no button for Pay with Direct Debit on my unpaid invoice, why not?
Either the client's Direct Debit mandate hasn't been created, approved, or you haven't signed up to GoCardless. To check, go to the client's page. If they have a Direct Debit mandate listed, then you can tell if it is inactive by hovering your mouse over the cross if there is one.
More information is available from GoCardless.
How do I link my current GoCardless account to TutorCruncher?
If you have a GoCardless account, you can simply link your accounts by following the normal set up, as explained in the help video.
How do I link my current GoCardless clients to the clients within TutorCruncher?
Once you have set up GoCardless within TutorCruncher, go to System > Settings > Direct Debit Matching.
Here you can view clients within TutorCruncher and GoCardless and any matching details they have. Simply compare the details so ensure that the client from TutorCruncher and GoCardless are the same person, then click 'Link'.
You can now go to the client's profile and under the heading 'Payment Details' will be details of the match.
How much does it cost to use GoCardless?
When GoCardless pay out into your business account, they take their fee. This fee can be seen here
Automated Payouts with Telleroo
What are automated payouts with Telleroo?
We've integrated with a payout provider called Telleroo. This allows you as an admin to create an approve payouts to your tutors.
Currently this feature is only available in the UK and the USA only
Amazing! How do I set Telleroo up?
The first step is to sign up for an account with Telleroo.
In your Telleroo account, go to the 'Settings' tab. If you haven't already, create a new token for use in TutorCruncher.
When creating your token, make sure the permissions for 'Create Transactions' and 'Create Recipients' are enabled and no others!
Copy that token to your clipboard by clicking the 'Copy' button.
Then log into TutorCruncher and go to System > Settings > Automated Payouts, and click 'Setup payout integration'.
On this form, you need to do 4 things:
- Paste your copied token into the Telleroo Token field.
- Select the correct account from the dropdown below called Telleroo Account ID.
- Copy the Webhook URL (should be something like https://secure.tutorcruncher.com/accounting/telleroo/XX/callback/). Go back to your Telleroo Settings page, and paste this value into the Sent, Credit and Error Webhook URL fields.
- Back in TutorCruncher on the Setup Payout Integration form, copy the Webhook Token value into the field with the same name in Telleroo.
Once that's all done, click Save on both forms to confirm your integration.
In order to pay out of your Telleroo account, you will need to transfer funds from your business account in order to give it balance.
Where can I find my Webhook token?
You can go back to System > Settings > Automated Payouts, and click 'Setup payout integration' to view your webhook details.
How can I enter bank details for my tutors?
Once Telleroo is set up, you can go to a tutors page and click 'Add Bank Details' to add details.
How does a tutor enter their own bank details?
Once Telleroo is set up, you click the 'Add Bank Details' button on the dashboard to add details.
How do I pay a tutor with Telleroo?
- If a tutor has a valid bank account set up, then there will be an option on the right handside of any Raised Payment Order to "Payout" to that tutor.
- If you, or any Admin with permissions to Edit Accounting, click "Payout" you will then be asked to confirm the payment for that specific amount, to that tutor.
- You can also perform this on the individual Payment Order itself pay clicking the "Pay" button on the top of the invoice screen. (Please note: anything done this far in the process will still require additional approval before the payment is sent).
- Once those Payment Orders have been marked for payment, an user who has been added as a "Payout Approver" will be able to approve these payouts (for details on how to set up a Payout Approver, see "How do I set up a Payout Approver?" below).
- A Payout Approver will be shown an option to approve those payouts by clicking a button on the top of the Raised Payment Orders screen marked "Approve".
- Once the relevant Payment Orders have been marked for approval, the Approver will be given the option to Approve a single payout, or Approve All.
- Upon clicking Approve/Approve All the Approver will be brought to a confirmation window which will send an SMS verification code to the list of available approvers assigned to that account.
- When the Approver receives and enters that SMS verification code in the box provided and clicks Confirm, payment will be sent out from the Telleroo account to all tutors whose payouts have been approved.
If a Payout Approver clicks Cancel on a payout instead of approving it, that cancelled payout will disappear from the Approval screen and return to Raised Payment Orders where it will be marked as Unpaid.
How do I set up a Payout Approver?
- If you have set up any fellow administrators on your Telleroo account, the first step is go to go System > Settings > Update Telleroo Approvers. This will link any admins with their corresponding accounts in Telleroo.
- In order to make a new Payout Approver from within TutorCruncher, simply navigate to People > Administrators and select the admin in question.
- On That admin's information page, you will see Payout Approver written on the top of the page, with either a tick or a cross beside it. If this shows a tick, this admin is already a Payout Approver. If this shows a cross, this admin is not a Payout Approver.
- If you would like to edit that admin's Payout Approver status you can click Edit on the top of that page and you will be presented with the option to "Make Payout Approver"; tick this box and this admin will have the ability to Approve any payouts made through Telleroo.
Please note: You cannot make any administrator a Payout Approver if that user does not have a valid mobile phone number attached to their profile. Changing a Payout Approver's mobile number on TutorCruncher will not change their mobile number on Telleroo, this will still need to be updated separately if they are to receive SMS confirmation codes when approving payouts.
How do I see which Admins are Payout Approvers?
If you go into People > Administrators and click on a given admin's profile, you will see in their information at the top of the page a line reading "Payout Approver". If this line has a tick next to it, this person is a Payout Approver, if this has a cross next to it, they are not.
How long do payments to accounts take?
Payments typically take under 2 hours to go through. We then mark the payment as paid within TutorCruncher.
How much does it cost.
Payments through Telleroo cost a flat fee per transaction of 35p in the United Kingdom and $1 in the United States.
TutorCruncher's Fees and Charges
TutorCruncher sends out invoices to our client companies at the beginning of every month to cover usage in the previous calendar month (So, for example, we send out invoices at the beginning of February which cover platform usage in the month of January).
TutorCruncher Charges always consist of two basic elements; Base Fee and Activity Fee.
Base Fee is quite straightforward, it is a flat fee of $12 or $50 (USD) which is included on your invoices every month.
Activity Fee (AKA: Revenue Percenatge Fee) is calculated based on how much revenue (either 0.8% or 0.5%) you put through TutorCruncher during that month in.
A few caveats to be aware of when looking at the Invoices:
- Some of the Activity Fee is collected on the Point of Payment.
This only applies to payments taken when you are using TutorCruncher's integrated Payment Gateways for taking payment from clients. The percentage collected on the Point of Payment is the same as the Revenue Percentage you have agreed to pay (0.8% or 0.5%). This activity fee is listed on your invoices (see point number 2, below) however we do not charge you for it again at the end of the month: We just let you know that this payment was taken throughout the course of the month, at the time the client made payment.
- Activity Fee isn't listed on Invoices as Activity Fee
We mentioned above that Activity Fee can be collected on the Point of Payment, and it can be, but that's only when you're using TutorCruncher's integrated Payment Gateways to receive money from clients. So what happens when your client gives you a check, for example? You can still record that on TutorCruncher, but we won't take a portion of that transaction so we will have to charge for it separately.
Because of this Activity Fees breadown further into two sub-components:
A) Activity Fees we collect throughout the month on the Point of Payment by your Clients
B) Activity Fees we charge for separately, along with the Base Fee on the invoice at the end of the month. These kinds of Activity Fees have a special name on TutorCruncher Invoices, we call them "Other Usage Fees"
So now we have three parts to TutorCruncher invoices; Base Fees, Activity Fees Charged Throughout The Month, and Other Usage Fees.
Let's look further into Activity Fees Charged Throughout The Month.
These fees are only taken when they're process using an Integrated TutorCruncher Payment Gateway.
The thing is, there are a few different payment gateways that could be used.
You might be taking Debit or Credit Card Payments, in which case they're listed separately as "Card Usage Fees".
If the client pays with Direct Debit we call them "Direct Debit Usage Fees".
If they pay with ACH Payments it's called "ACH Usage Fees".
These are all the possible charges that might show up on your TutorCruncher Invoice for running TutorCruncher's software (for possible extras see point number 3, below):
- Base Fee
- Card Usage Fee
- Direct Debit Usage Fee
- ACH Usage Fee
Other Usage Fee
Other Charges Sometimes Included on Invoices
A) Chat Support: This is the $12/month charge for our established companies who like to get word back ASAP on their questions to our support team.
B) Phone Support: This is the $120/month charge for established companies who like reliable phone support, videocalls and product training on an on-going basis.
C) TutorCruncher Payouts Usage Fee: This is the charge for Telleroo who offer Integrated Automated Bank Transfers through TutorCruncher to our customers in the US and in the UK. It's important to note that while we administer that charge, the money doesn't come to us, we just collect it on behalf of Telleroo and then send it over to them in bulk (and in return they even give TutorCruncher customers a discount).