Managing invoices and payouts
Track Instructor Earnings, Adjust Balances & Record Payouts
The Balance Owing section of the Payroll tab gives you full visibility into instructor earnings, pending payouts, and financial adjustments.
This article explains how to manage payments, adjust balances, add manual amounts, and handle deductions.
There are three different way that would create entries or transactions in this ledger table:
- Automatic: once a session is done and the action plan is completed, the instructor payroll will automatically be calculated and added here based on their hourly rate and the session category if category payroll is defined. If the payroll is set monthly then a monthly fixed amount will be added.
- By Admin: admin users can add a transaction manually using the + button as Amount or Payment or Deduction to adjust the entries.
- By Instructors: instructors can also add time manually from their Earnings & Payroll dashboard and mark it as billable or non billable. Any manual entry by the instructors will be highlighted here in the table for Admin to review and then approve or reject.
1. Understanding the Balance Owing Table
The table displays a chronological record of all financial entries related to the instructor:
| Column | Description |
|---|---|
| Date & Time | When the amount was logged |
| Session Category | Category of the session as defined by admin in the admin panel |
| Duration | Number of hours |
| Amount | Amount earned |
| Payment | Amount paid out |
| Balance | Running outstanding amount |
| Notes | Additional remarks |
| Attachment | Uploaded files (if any) |
| Student | Associated student (if provided) |
| Source | Usually “System,” for automatic entries created by completed sessions, unless manually added as a transaction by admin or instructors |
| Status | Billable / Non-Billable (used when instructors are adding time manually from their Earning & Payroll dashboard) |
You will also see the total balance at the top:
Balance Owing: X as of [selected date]
2. Filtering Ledger Entries
Click the Filter icon to filter by:
Status (added by System, Admin, or User Instructor)
Student (filter by entries for particular students)
Click Reset to clear all filters.
3. Adding Amounts, Payments, or Deductions
Financial adjustments can be made using the + button in the Balance Owing section.
How to Add a New Entry
Click the + button next to Balance Owing.
Choose the type:
Add Amount (adds earnings)
Add Payment (records payout to the instructor)
Add Deduction (subtracts from the instructor’s balance)
Fill in the form:
Date
Amount
Student (optional)
Session Category (optional)
Notes (optional)
Attachment (optional)
Click Save.
The entry will immediately appear in the ledger.
4. Editing an Existing Entry
NOTE: only manual entries by Admin users or Instructors can be edited.
Click the three-dot menu next to an entry.
Select Edit.
Adjust any field (amount, category, notes, etc.).
Save the update.