Ad Hoc Charges are typically one-off charges for any fees that are not related to Lessons. These could include:
Registration fees.
Costs to use specific amenities.
Consulting fees.
Tutor travel costs.
Late fines.
Material costs.
Like Lesson charges, these fees are reciprocal, meaning that some or all of the charge could be split between any Tutors and Affiliates that are involved with the Job/Lesson.
Ad Hoc Charges are accessed via Activity > Ad Hoc Charges. Navigating here will open the Ad Hoc Charges page, which contains a list of all Ad Hoc Charges alongside a button to create a new Ad Hoc Charge and a search filter button allowing you to filter out the Ad Hoc Charge list by date range, Ad Hoc Charge Category, the associated Job, Lesson or users, alongside the Invoice status (whether or not there is an unpaid, pending, paid or void Invoice associated with the Ad Hoc Charge.)
To see how Ad Hoc Charges work from the Tutor’s perspective, see here.
To create an Ad Hoc Charge, navigate to Activity > Ad Hoc Charges and select Add Ad Hoc Charge to open the 'Add Ad Hoc Charges' panel, from where you can:
Specify an Ad Hoc Charge Category.
Enter a description outlining the reason for the Ad Hoc Charge.
Enter the date for the Ad Hoc Charge.
You can also specify the associated Tutor/Client, and specify a charge rate for the Client/pay rate for the Tutor/commission percentage for the Affiliate if relevant.
Select a Tax Setting (note that while the Tax Settings can be determined within the Add Ad Hoc Charge panel, the actual Tax Rates would be determined by the Ad Hoc Charge Category).
You can also opt to raise an Invoice immediately via the ‘Raise an Invoice now’ checkbox.
Creating an Ad Hoc Charge.
You can also raise Ad Hoc Charges for a specific Job/Lesson - Jobs and Lessons both have an ‘Activity’ tab from which you can attach an Ad Hoc Charge to the appointment using the Add button under the Ad Hoc Charges panel. Note that you can only specify Tutors/Clients/Affiliates that are attached to the Lesson when raising Ad Hoc Charges from here.
An example of a Job’s ‘Activity’ tab, with the Ad Hoc Charges panel highlighted.
Frequently Asked Questions
Can a negative amount be added to an Ad Hoc Charge?
Negative values can be input into the charge/pay rate when creating an Ad Hoc Charge from a Job - when raising an Invoice for a Client (or a Payment Order for a Tutor). The negative value is deducted from the due payment.
Why can’t I edit an Ad Hoc Charge?
Troubleshooting steps:
Is the Ad Hoc Charge associated with a Raised Invoice or Payment Order? If so, any raised Invoices/Payment Orders will need to be voided in order to edit the Ad Hoc Charge.
Is the Ad Hoc Charge associated with a Job marked as ‘Finished’? If so, you will need to change the Job’s status to ‘In Progress’ in order to edit the Ad Hoc Charge.