Hi Liam, thanks for your question. We’ll start by looking at the balances on a client’s account:
Invoice Balance: This is the total balance on the client’s account minus the cost of any invoiced lessons. In practical terms, this is quite likely to represent the total amount that the client has topped up their account for in the semester.
Available Balance: This is the total balance on the client’s account minus the cost of any completed lessons. As each lesson is marked as complete, this balance will go down and will ultimately indicate whether the client owes/is owed any money.
Reconciling and zeroing client accounts
At the end of your semester, you should go into your Accounting > Draft Invoices, regenerating your invoices for the relevant period. These invoices will be automatically paid from the client’s Invoice Balance as long as the credit on there is enough to cover the lessons. In this scenario, the client’s Invoice Balance will be positive and their Available Balance will be >=0. Sending this ‘Paid’ invoice will then bring down the client’s Invoice Balance, if there is any remaining credit then that means that client does not have lessons logged in the system which correlate to the amount they pre-paid.
In the event that a client has had more lessons than they pre-paid for, the invoice you generate will indicate that it has been part-paid from the client’s balance and that there is an outstanding amount. The client can then pay this amount to bring their balance back into the positive.
Let me know if this all makes sense, if you want to have a look at our newsletter, we speak about this in the Accounting Detail Section.