Record Keeping

[jpianoflorida]

ok....you can see I'm trying to get some teacher related discussions going!

how do you keep records? manually or computer?  if you use computer what program do you use?       I do some on the computer, but scheduling and payment info I keep manually.     I don't invoice students-- i did try to use quickbooks, but found it too complicated for what i needed or either I just didn't set it up correctly.      I mosly print schedules , etc using excel or other spreadsheets.

[m1469]

Well, if I had as many students as you I would have to do something quite different, I am sure. 

Right now I generally keep everything in a date/appointment book.  I have a calendar that goes by the academic year, has tabs for each month where I can see the entire month at once, but then has each week of the month at a glance, too.  The week-at-a-glance has a column for each day of the week, split up into hours and gives an extra space for each hour so I can write in appointments that happen in between the hours.  I manually write in all of my lessons, practice times, and other activities that I have going on.  I *love* this and don't think I could ever have one of those "blackberries" that keeps this info digitally because I like to see it all at once.

Anyway, on the page that shows the month-at-a-glance, there is a column where one can write whatever they want.  I write in each student's name (or family's name) and just put a check-mark by the amount that they owe me when they have paid for the month.

I don't do invoices anymore, though at one point I did.  I didn't find this to be of much help to the students or families, plus it was an extra hassle for me, so I stopped.

I have a separate banking account for my business income and expenses as well.  This makes it quite easy to keep track of what goes on with the finances of my business (when I use it right, that is  ) and helps out during taxes time.

At some point, though, I would like to have a better system worked out that will probably involve me having a web-page with my schedule on it for all of my students to see.  And, I may even try to have something where they can pay me via my webpage.  That's all down the road, however.



m1469

[jpianoflorida]

thanks mayla...I have had a website then I deleted it...I teach several children that are adopted, in foster care, etc.... some of them their biological parents are not suppose to know where they are!    I was concerned that something would be posted that might reveal their identity and I coudn't live with that possibility!   I just feel weird posting names or recital pics, etc ...guess maybe it could be a system where only students could access the webpage?   have to think on that one!

[jpianoflorida]

oh mayla..have you ever used "paypal'? some of my students pay that way..it's free and they can send the money to your paypal account, then you can transfer it free to your bank account...

[m1469]

If I ever did set up a webpage where my schedule is posted, I would make it a place that only my students (and their families) can access.  They would have to register and would only know how if they are actually taking lessons with me.  I am sure there is some way for that to happen.  I have a lot of things I would like to do with that, making downloads available to them and so on.... future, future, future.  Though maybe I could take some footsteps.

Anyway, no, I have never used paypal for my business.  I have only used it once in my entire life for anything (of course, it hasn't been around for my entire life, either).  It sorta makes me nervous or something, but that's probably just because I don't really know how it works.

I am interested though to find out more about it because maybe that's something I could already set up for my students.  Can they use debit cards without it charging me something ?



m1469

[jpianoflorida]

I'm not sure how the debit card works...if they set up paypal to pay you, they use a credit card to pay directly to paypal or from their checking account, so it doesn't effect you at all!   You will get the money deposited into your paypal account and then you do what you want with it---paypal will send you a check when you want it(that costs 1.50) or transfer directly to your account.    I've used it for 3 years now with no problems....    it will allow people to use their credit/debit cards thru paypal and you don't have to deal with it....

[jpianoflorida]

ps: the money sits in your paypal account until you decide what you want paypal to do with it....      it's really a neat concept.

[penguinlover]

I suppose if I had the 90 students you had, record keeping would be imperative!  Also, it would be much more important if this were my bread and butter.  I use a calendar presently, but before, when I had many sutdents, I used a planner.  If I had many more students, I think I would break down and use the computer.  Somewhere here in the forum, I was reading something about that - don't remember the thread's name though.  For right now though, my brain and calendar work fine.

[jpianoflorida]

i would like to find a great piano teacher software program for record keeping.   ONe time years ago i downloaded a "shareware" program....piano teachers secretary, i think?     I used it and guess what...any students sharing the same last name, one would be deleted when i entered another one..i reported the glitch to the company.....then realized that's why it's "shareware"...they want you to test it....dont' want to take any more chances on that lol

[m1469]

ps: the money sits in your paypal account until you decide what you want paypal to do with it....      it's really a neat concept.

I think I will look right now and see if I can get something started.  Thanks .


m1469

[hyrst]

I use a combination of manual and computer based recording. 
My schedule is manual - although I'm getting to the point where it isnt as well organised as I need but I don;t knwo what else would be more practical. 
My financial records are cash flow based, so I just use Excel. 
I have various payment methods between students (I like having the mix of term bulk payments and weekly income, so I let people choose the method - it works well both ways except that it can be a hassle chasing up poeple who pay weekly and then don't turn up for lessons.) 
When people pay by the term, or even in advance, I do give them accounts and invoices at this stage - my systems might change later, as I have already stopped producing them for weekly payers.  I write a newsletter every month and a report every term.  I send accounts out with these.  It's a lot of work, but I have had parents express appreciation for it as professionalism - so I think the work is worth it.  It helps develop the image I want to have publicly about who I am.
I also have a website, but I do not disclose any identifying information in my newsletters or website.  Even when parents don't tell you that there are welfare issues, it just isn't worth the risk. 
I don't know if my systems will still be practical once I have a full-time business.  I only have 20 students as of today.
Annah