How to create Billing Profiles in Settings

Create billing profiles for each of your services: Hourly rates, block hours rates or comprehensive package rates

If you offer a package, hourly rates, or in blocks hours rates, set up is relatively the same for each type.

👍 Tip: Invoices only ever go to the Parent contact.

In the student record bio banner, open contacts. Review the student parent information.

There is a parent/family icon on each contact line. When the icon is green, that parent will receive communications, when it is grey the contact will not receive communications.

Follow our example:

This is a 10 Hour Block Package for $1000

First, create the Billing Profile for this type of profile. It is a block of hours.

Go to Settings > Accounting Setup > Add Billing Profile

Click the plus (+) sign

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  1. Title the block hour profile
  2. From the drop down, select : Block of Hours
  3. Enter the # of hours
  4. Enter the cost
  5. Click submit

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This package is now available from any student record, Accounting tab.

  1. Goto a student record Accounting tab
  2. Click the Round blue button
  3. Screen Shot 2020-04-10 at 11.06.23 AMClick Add Time >
  4. (enter time) > Select your example package from drop down > type in a purpose note > and save
Now a block of hours billing profile is saved. You can now apply time against the package to any student account. Continue reading below for applying time and billing the client.

Bill a Client for a Block of Hours Package

Follow our example:

This is a 10 Hour Block Package for $1000

You meet with a client for 1 hour.

The client chose the 10 hour block package for $1000.

It's time to update your Accounting and email the billing statement to the parent. 

  1. Goto a student record Accounting tab
  2. Click the Round blue button
  3. Add Time:
    1. Enter the 1 hour
    2. Select the 10 Hour Block Package from the drop-down menu
    3. Type purpose note

Click Submit.

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You have now charged the client for the hour block package

By entering 1 hour, you have also applied the first hour of the package, against the package. If the hour block was 10 hours, the client now has 9 hours left.

(If you do not want to charge the 1st hour against block, begin with zero for the time spent) 

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The green box will show the countdown of hours used.

Preview and Email the Billing Statement 

Follow our example:

This is a 10 Hour Block Package for $1000

The client is paying  $500

  1. Goto a student record Accounting tab
  2. Click the Round blue button
  3. Add Payment

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  1. Click the Round blue button
  2. Preview / Send

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☠️ Warning: 

In the Accounting tab, by line item view, notice the parent/family icon to the far right of each Accounting line item.

As it is elsewhere in the CounselMore tool - it is true here: Green means Show. Grey means No.

If the parent/family icon isn't green it will not be visible to the client.

The parent/family icon of each line item must be turned green for the client to see the line item on the invoice.

Automate Invoice delivery

  1. Click the Round blue button
  2. Auto Send Invoicing

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