How to Manage Batch Payments

Objective

Why should you use batch payments? Because they’re one of the best ways to save time on the backend by simplifying the way you track and manage payments. By putting in all our payments at once we can see if we’ve missed any, and we can also get it done in one run. By managing the payments in the student settings, we can prefill the monthly batch information saving even more time. Batch payments are also set up to use recognize previous payments, so students who have paid in advance won’t get double entries.

Step 1: Enter Student Payment Information

First, navigate to the individual student record you want to edit, then click on the payment settings tab.

Save the information and you’re done!

Key points:

  • If your students’ monthly payments sometimes change, don’t worry, you can edit these numbers easily on the batch payments page.
  • Make sure you have set up your payment methods to reflect the ways you accept payments at your school.

Step 2: Generate Invoices

If you navigate to the monthly payments page, you’ll see a list of all the students you can generate payment records (at this stage, invoices) for.

Note: you need to set what user types should be included in this list in the payment settings area. Make sure you’ve selected the groups that will receive billing info, ie “students” and “private students” and/or any other custom groups you might have made.

To start creating invoices, simply click the checkboxes of the students you want to add records for. If your list is long, you can use the search box to find individual students, or you can use the “Select All” button to add everyone at once.

If you’ve set the student payment information from Step 1, you’ll see the fields are pre-populated. If not, you’ll have to go in and put in the information yourself.

After all your information is ready, click “Generate Payment Records”.

At this point, you’ll see that the previous steps inputs appear at the top of the page. You can see on the right side buttons like “Mark as paid” and “Send Stripe Invoice”. This is because the records we’ve just generated are simply invoices. Most schools will be able to create all their monthly invoices at once, even if they are paid on different dates.

Step 3: Mark Invoices Paid

We can use this same monthly records page to easily review all the monthly payment records in one place. When we get a list of bank transfers or some cash payments, we can find the record on this page and click “Mark as paid”.

The fields are pre-populated with the current time, but if you want to mark a payment made on a previous day you can simply change the date.

Once a payment is marked as paid, it still appears in the list, but shows that it is paid and shows when it has been paid.

Easy as pie right? But what about Stripe? When you use Stripe, payments will be automatically recorded, so you don’t have to do anything! However, you do need to send the invoice to your student!

Sending the invoice will automatically send a Stripe invoice to the email address on record for that students. However, you will also have a link available if you want to pass the information to the student in another way.

Standard Stripe invoices look like this, simple and professional.

Once a student completes payment, it will automatically be shown as paid.

Step 4: Adding more invoices

You might have noticed we didn’t add all the test students in the previous step. If we want, we can go ahead and add the rest now. You’ll notice the students who we have already created invoices for are greyed out so you can’t double-invoice them.

If you use “Select All” it will only select the remaining students.

Proceed with adding the payment information to the remaining students as above.

In Conclusion

Using the uTeach Cloud batch payments system, you can easily manage monthly payments for a large number of students using varying payment methods, saving you time and cutting down on mistakes.