TutorCruncher tracks two types of balances for each Client: Invoice Balance and Available Balance. While they may seem similar at first, they’re calculated in different ways and used for different purposes. Both are shown under People > Clients > select the Client > Accounting, and side by side for every Client under Accounting > Client Balances.

This is the total value of payments and positive balance adjustments minus the total value of any Invoices that have been issued to the Client. It tells you how much prepaid credit remains to cover invoiced charges.

Highlighting the 'Invoice Balance' on a Client's profile.

This is the total value of payments received minus the cost of any completed Lessons and Ad Hoc Charges, regardless of whether they’ve been invoiced yet. It gives a real-time view of what’s available to spend.

Highlighting the 'Available Balance' on a Client's profile.

Note: only Lessons that have been marked as complete count towards the Available Balance. Planned and cancelled Lessons do not affect it, so a Client's Available Balance won't drop when Lessons are scheduled — only when they are completed.

Let’s say a Client prepays £1500. They then receive £1000 worth of completed Lessons, but haven’t been invoiced yet. In this case:

Once an Invoice is issued for £500 worth of those Lessons, the Invoice Balance would reduce to £1000. The Available Balance remains unchanged, because it's already accounting for the value of those completed Lessons.

This split helps you keep a clear view of what has already been used, what’s available, and what’s been formally invoiced.

Where a Client has paid in money that isn't yet tied to a specific charge, a third figure — Unallocated Credit — appears alongside these two. See here for how that works.