Instructor Franchise Summary

This feature is only available to School Admin users.

To access this popup: from the the desktop franchise instructor list click actions and select the 'View' option, on the mobile franchise instructor list tap a row and select the 'View' option. See Managing Franchisees - Instructors for more details on accessing the franchise instructor list.

This will open the instructor franchise popup:

Overview

This view provides a brief summary of the instructor's current franchise situation.

This includes details of their franchise package, current billing period dates and some basic statistics for fees incurred during the current period.

The layout of the summary view is different for the Desktop & Mobile interfaces, but the functionality remains the same.

Instructor Franchise Summary - Desktop

Instructor Franchise Summary - Desktop

  1. Franchise Plan - the instructor's current franchise plan. Either a per hour or per lesson fee with an optional weekly fixed component. Contact your school for more information.
  2. Pupil Referral Rate - the instructor's current pupil referral rate. Charged when your school refers pupils to you. Contact your school for more information.
  3. Billing Period - the instructor's current billing period, click/tap to change - see Changing an Instructor's Billing Period for more details.
  4. Invoices & Receipts - select these tabs to see the instructor's current and past franchise invoices & payment receipts - see Invoices for more details.
  5. Basic Statistics - Basic statistics for fees incurred during the current period - see Statistics for more detailed statistics.

Changing an Instructor's Billing Period

Click/tap the 'Billing Period' box in the 'Summary' tab to change the instructor's billing period:

Change Billing Period - Desktop

Change Billing Period - Desktop

Initially the popup will show the instructor's current billing period preferences.

You can choose between monthly & weekly billing with the 'How Often' drop down:

Monthly

Choosing this option will result in the instructor being billed on the same day each month.

Using the 'On Which Day' number box you can choose a day from the 1st to the 31st of the month. If you choose the 29th, 30th or 31st of the month then billing will occur on the last day of the month during short months.

Weekly

Choosing this option will result in the instructor being billed on the same day each week.

Using the 'On Which Day' drop down you can choose a day of the week from Sunday to Saturday.

Saving

Some changes may result in the period being shortened or extended to ensure that it ends on the chosen day.

Invoices

Select the 'Invoices' tab to view the instructor's franchise invoices.

The list shows the following information:

  • Date - The date the invoice was/will be billed. This is the same as the end date for the associated billing period.
  • Status - 'Open': the invoice for the current billing period (un-billed); Pending: an historic invoice which is unpaid; Paid: an historic invoice which is paid.
  • Sub Total - The invoice total for all items before any VAT or sales tax.
  • VAT/Sales Tax - A summary of all tax amounts for the invoice.
  • Total - The invoice total for all items plus any VAT or sales tax.

To pay an invoice your instructors must contact your school for arrangements. Only a school administrator has the ability to record payments against an invoice. See Amending & Paying Invoices for more details.

The layout of the invoice list is different for the Desktop & Mobile interfaces, but the functionality remains the same.

Desktop

Instructor Invoice List - Desktop

Instructor Invoice List - Desktop

Click a row to expand it and see details of all items on that invoice.

Click the actions link on the right and choose from the following:

Actions available for all invoices
  • Revise Invoice - add/remove additional custom lines, change tax rate, re-calculate franchise fee lines etc.. See Amending & Paying Invoices for more details.
Actions available for all except the 'Open' invoice

Mobile

Instructor Invoice List - Mobile

Instructor Invoice List - Mobile

Tap a row and choose from the following:

Actions available for all invoices
  • View Detail - Shows a read-only summary of the invoice including items and totals.
  • Revise Invoice - add/remove additional custom lines, change tax rate, re-calculate franchise fee lines etc.. See Amending & Paying Invoices for more details.
Actions available for all except the 'Open' invoice

Getting a Printable Invoice

On the desktop invoice list click actions and select the 'Printable View' option. On the mobile invoice list tap a row and select the 'Printable View' option. Not available for the 'Open' invoice.

An example print-friendly invoice is shown below:

Invoice Printable View

Instructor Invoice Printable View

As a School Admin you can change school contact details, footer information and the logo shown on the invoice. See Accounting & Invoice Settings - Invoice Settings  for more details.

This invoice is suitable for printing directly from your browser to A4 size paper. You can also 'print' directly to PDF using a third-party printer driver such as CutePDF and some newer versions of Windows even have the ability to print to PDF built in.

Sending a Copy of an Invoice

On the desktop invoice list click actions and select the 'Send a Copy' option. On the mobile invoice list tap a row and select the 'Send a Copy' option. Not available for the 'Open' invoice.

The 'Send Invoice' popup will be shown.

This allows you to send a unique link to the invoice. This link can be accessed without a user account, with no need to log in, allowing you to send the invoice to third-parties such as accountants and bookkeepers. The link is accessible for 48 hours from when sent.

Send Invoice - Desktop

Send Invoice - Desktop

  1. Instructor - the instructor to whom the invoice belongs. A link will be sent to them.
  2. Also Send To - an additional email address to send a link to.
  3. Send Invoice - sends the unique link to the instructor and optionally the additional email address.

Amending & Paying Invoices

The Open Invoice

The open invoice represent the instructor's current billing period.

At the end of the billing period:

  • The invoice will automatically change to a status of 'Pending'.
  • A notification will be sent to the instructor informing them of the new pending invoice and encouraging them to arrange payment.
  • A new 'Open' invoice for the next billing period will be created.
Invoice - Revise Open Invoice - Desktop

Invoice - Revise Open Invoice - Desktop

  1. Billing Period -  the billing period to covered by this invoice.
  2. Invoice To - the instructor for whom this invoice applies and who is ultimately responsible for paying the invoice once the billing period ends and it becomes 'Pending'.
  3. Status - always 'Open'. See Historic Invoices for more details on viewing & amending historic invoices.
  4. System Generated Lines - these lines are automatically generated based on the current franchise fee data for the instructor within in the current  billing period. This represents a snapshot of current fees and may change before the end of the billing period. These lines automatically have the VAT rate defined in the school's invoice settings applied. See Accounting & Invoice Settings for more details.
  5. Add a Manual Line - add a manual line. Additional invoice items can be added to reflect one-off costs payable by the instructor within the billing period, e.g. administrative fees, supply of goods.
  6. Manual Line Item - Additional costs payable by the instructor. In this case an administrative fee.
  7. Delete Manual Line - deletes the manual line from the invoice and updates the totals. You will be promoted to confirm deletion.
  8. Totals - the sub-total (before VAT), the total VAT component of this invoice and the total including any VAT.
  9. Save - click/tap this to commit any changes you have made to the invoice.

Note: In the example above the VAT total shows standard UK VAT at 20%. If multiple VAT rates are applied then totals for each rate will be listed separately, with a total for each rate.

Historic Invoices

Historic invoices represent the instructor's historic billing periods. They may have a state of 'Pending' or 'Paid'.

Invoice - Revise Historic Invoice - Desktop

Invoice - Revise Historic Invoice - Desktop

  1. Payments Tab - See Recording Payments Against an Invoice for more details.
  2. Billing Period -  the billing period to covered by this invoice.
  3. Invoice Number - the automatically generated invoice number. You can change the prefix for future invoices using the school's invoice settings. See Accounting & Invoice Settings for more details.
  4. Invoice To - the instructor for whom this invoice applies and who is ultimately responsible for paying the invoice if 'Pending'
  5. Status - Pending: an invoice which is unpaid; Paid: an invoice which is paid. See Recording Payments Against an Invoice for more details on viewing & managing invoice payments.
  6. Amount Still To Pay - the outstanding amount yet to paid for this invoice. Only shown for 'Pending' invoices.
  7. Recalculate System Generated Lines - recalculates the system generate lines based on franchise fee data for the billing period. This is useful when retrospective changes (e.g. cancellations) are made to lessons in historic billing periods. This may result in a 'Paid' invoice reverting to 'Pending' if the fee amount has increased. When recalculating the system generated lines you should always review any payments made. See Recording Payments Against an Invoice for more details.
  8. System Generated Lines - these lines are automatically generated based on the current franchise fee data for the instructor within in the current  billing period. This represents a snapshot of fees at the time the billing period ended. These lines automatically have the VAT rate defined in the school's invoice settings applied. See Accounting & Invoice Settings for more details.
  9. System Generated Line, Franchise Fee - in this case for per-hour lesson fees during the period, showing the number of hours billed in the 'Quantity' column. See Setting Up Plans for more details.
  10. System Generated Line, Pupil Referral Fees - for pupil referral fees during the period, showing the number of pupils referred in the 'Quantity' column. See Setting Up Pupil Referral Rates for more details.
  11. Add a Manual Line - add a manual line. Additional invoice items can be added to reflect one-off costs payable by the instructor within the billing period, e.g. administrative fees, supply of goods.
  12. Manual Line Item - Additional costs payable by the instructor. In this case an administrative fee.
  13. Delete Manual Line - deletes the manual line from the invoice and updates the totals. You will be promoted to confirm deletion.
  14. Totals - the sub-total (before VAT), the total VAT component of this invoice and the total including any VAT.
  15. Save - click/tap this to commit any changes you have made to the invoice.

Note: In the example above the VAT total shows standard UK VAT at 20%. If multiple VAT rates are applied then totals for each rate will be listed separately, with a total for each rate.

Recording Payments Against an Invoice

For a 'Pending' invoice you can record payments made by an instructor for any outstanding amount.

Coming Soon - integrated payments - your instructors will be able to pay for their invoices by card through their account.

Selecting the 'Payments' tab from the 'Revise Invoice' popup will allow you to view & manage payments:

Invoice - Payments - Desktop

Invoice - Payments - Desktop

  1. Status - 'Pending' if the whole invoice amount has not been paid for; 'Paid' if the whole invoice amount has been paid for.
  2. Amount Still To Pay - the outstanding amount yet to paid for this invoice.
  3. Add Payment - record a new payment for the invoice. Shows the 'Add Payment' popup. See Adding a New Payment for more details.
  4. Existing Payment Item - in this case a credit/debit card payment for £200.
  5. Delete Payment - remove the payment record. Useful to make corrections to wrongly recorded payments. You will be promoted to confirm deletion.

Changes will not take effect until you use the 'Save' button to commit your changes.

Once the total amount for all payments meets the invoice total the invoice will move to a status of 'Paid'.

Adding a New Payment

Coming Soon - integrated payments - your instructors will be able to pay for their invoices by card through their account.

Invoice - Add Payment - Desktop

Invoice - Add Payment - Desktop

  1. Amount Illustration - shows you how much is owed based on the invoice amount and existing payments.
  2. Payment Method - how the payment was made by the instructor to your school.  Choose 'Credit/Debit Card' and select the 'Pay With Card Now' option for In-App Card Payments if enabled for your school.
  3. Amount - the payment amount - can be equal to or less than the due amount. Defaults to the due amount.
  4. Payment Date - the date upon which the payment was taken. Defaults to today's date.
  5. Shown if the 'Credit/Debit Card' payment method option is selected and you have In-App Card Payments if enabled for your school. If you are simply recording a card payment taken using an external provider choose 'Record Card Payment'.
  6. Add - adds the payment to the invoice and updates the totals. Changes will not take effect until you use the 'Save' button to commit your changes to the invoice.

Viewing Receipts

You can view receipts for all of an instructor's invoice payments under this tab.

This list shows receipts for all of their payments regardless of the payment method used or who took/recorded the payment.

The layout of the receipts list is different for the Desktop & Mobile interfaces, but the functionality remains the same.

Desktop

Franchise - Receipts List - Desktop

Franchise - Receipts List - Desktop

Click the actions link on any row for:

  • View Receipt - opens a printable view of the receipt in new window. See Printable Receipt for details.
  • View Invoice - opens the invoice from which this receipt was generated in a popup.

Mobile

Franchise - Receipts List - Mobile

Franchise - Receipts List - Mobile

Tap  on any row for actions:

  • View Receipt - opens a printable view of the receipt in new window. See Printable Receipt for details.
  • View Invoice - opens the invoice from which this receipt was generated in a popup.

Printable Receipt

Franchise - Receipt Printable View

Franchise - Receipt Printable View