Exoclass User Guide: Importing Clients into the System
We are introducing a new Exoclass feature that simplifies adding...
EXOCLASS
Functionalities
Guides
Exoclass User Guide: Customer Finance Management
EXOCLASS
Functionalities
Guides
In our last guide, we introduced the process of group publishing on the registration page, the customer registration process, and briefly discussed what happens after a customer registers for a group. While the system continues to take care of invoicing and communication with customers on your behalf, there are instances when certain customers may require additional financial changes. So today, let’s talk about how to make such changes.
Balance
As you know, you can find information about all registered students in the ‘Students’ section. Here, by clicking on a student’s name, you will open the student profile, which contains detailed information related to the student, their attended groups, and their balance.
The balance is a table that displays all financial records related to the student: initial registration, monthly deductions, or deductions after each attended session, credits, and debits.
Balance Credit and Debit
Balance credit is an additional amount that you can add to a student’s balance as a discount. Typically, a credit increases the balance by changing its amount to a positive value. This amount is absorbed over the course of attending the group or added as a discount to the next invoice.
Speaking of balance debit, it is the opposite of credit, and you can add it to a student’s balance as a debt. Debit usually reduces the balance by changing its amount to a negative value. This amount is deducted from the positive balance, and if it is insufficient, it is added to the nearest invoice.
To add credit or debit to a student’s balance, click the ‘Add Record’ button located above the balance table.
Clicking this button will open a window where you will need to select/enter the following information:
– Select the record type (credit/debit)
– Select the participant (if one customer has registered multiple participants, you can choose from all of their registered participants)
– Select the group (if the student attends multiple groups, you can choose the specific group for which you want to make the change)
– Enter the desired amount (whole number)
– Specify the reason (not mandatory, but it will be displayed in the balance, making it easier to understand the reason for the change).
After entering this information, simply click the ‘Confirm’ button, and your change to the balance will be recorded as an additional line at the top.
Note: if one client registered more than one student, we recommend making balance adjustments in separate student profiles. This way, the final sum for each student will become clearer.
Payment Schedule
Next to the balance, you will also find the ‘Payment Schedule’ section, where you can see all planned invoice dates and amounts until the end of the group attendance.
Since the balance is directly related to the payment schedule, all credits and debits are also displayed in the payment schedule, increasing or decreasing the payable amount for the nearest invoice.
Invoice Reminders
While invoices are automatically sent on your preselected day, you can send periodic reminders to customers who are not in a hurry to pay. These reminders act as incentives to pay invoices faster. You can set up these reminders by clicking on the round avatar in the upper right corner, navigating to the ‘Account Settings’ section, and then selecting ‘Invoice Reminders.’
In this section, you will see a calendar where you can select days and set the time for sending your invoice reminders. Since invoice reminders are sent only to customers who have not paid their invoices, you don’t need to worry about sending too many reminders, as once the invoice is paid, the customer will no longer receive reminders for that month.
We recommend setting up invoice reminders at least once a week before the end of the month. This way, you ensure that even the slowest-paying customers will be reminded that you are still waiting for payment for the groups.
That’s it for this time. If you would like to simplify your customer financial management and more, we invite you to try the free trial version of Exoclass and experience what
Author
