Draft
Drafted Credit Requests & Invoices are accounting items that have been generated but not yet sent to Clients. The email icon next to an item in the list indicates that the Credit Request or Invoice will be sent to the Client via email.
An example of a Draft Credit Requests page.
Raised
Raised Credit Requests & Invoices are accounting items that have been generated and sent to Clients. Once an item is labelled as 'Raised', it indicates that the Credit Request or Invoice has been issued to the Client for payment.
Unpaid
Invoices marked as 'Unpaid' refer to Invoices that have been issued to a Client but have not yet been paid. This means that payment is still outstanding for the associated Lessons or services. These Invoices remain in an 'Unpaid' status until the full amount has been received and recorded within TutorCruncher.
Unpaid is the only status in which a Client can pay an item themselves. Find out more about how Clients pay here.
Pending
Credit Requests & Invoices marked as ‘Pending’ are auto-charged accounting items that are still within their deferral period. This deferral period is set by you and gives the Client time to review and dispute charges if needed.
Once the deferral period expires, TutorCruncher will automatically charge the Client’s payment method, and the accounting item will be marked as ‘Paid.’ If the auto-charge fails for any reason, the item will be marked as ‘Unpaid,’ and a payment failure will be recorded in the ‘Payment Events’ section of the accounting item.
Note: a Client cannot pay an item while it is Pending. Pending items are not shown on the ‘Unpaid Invoices & Credit Requests’ panel of the Client dashboard, so there is no ‘Pay Now’ button for them, and the secure link in a payment request email will not collect payment for them either. The payment is held until the scheduled charge date.
Each item stores its charge date at the moment it is raised, so changing the ‘Auto charge and deferred payment delay’ field under System > Settings > Accounting > General afterwards does not move items that are already Pending.
To take an item out of a Pending status, go to Accounting > Raised Invoices (or Accounting > Raised Credit Requests), open the ‘Pending’ tab, select the item, then click Actions and select Cancel Pending Payment. The item returns to an Unpaid status, its scheduled charge date is cleared, and it will not be auto charged later. Find out more about Auto Charge here.
Paid
Invoices marked as 'Paid' refer to Invoices that have been fully settled by the Client. This means the total amount due has been received and recorded in the system, and no further action is required for that Invoice.
Void
Invoices marked as 'Void' refer to Invoices that have been cancelled. This means they won’t be collected or paid, and they’re typically used to correct errors or remove Invoices that were issued by mistake.
Void Invoices can be re-raised if needed. For example, if you raise an Invoice for the wrong amount, you can void the Invoice, amend the Lesson details, and then re-raise it. The new Invoice will reflect the updated information, including the corrected amount.