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Bill Groups are configured in Setup / Finance / Billing / Bill Group |
Overview
Bill groups comprise a collection of accounts which are all billed alike (billed on the same day, using the same invoicing configuration, etc.). You can setup as many bill groups as you require, grouping accounts under bill groups by more than just their account type (for instance, you could setup one bill group for credit card customers and another for ACH customers).
A customer's bill group is selected when a new customer account is created. The bill group that is specified on existing accounts can be changed, however accounts which are not invoiced for subscription and usage charges will have the bill group option greyed out (the bill group settings of the accounts being invoiced, a.k.a. the ‘invoicer’ will be used in this scenario).
Prerequisites
An invoice delivery configuration needs to be defined before bill groups can be setup
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Name: a unique and descriptive name for the bill group
Bill Day*: sets the default bill day for accounts. The bill day can be any number between 1 and 28. If this field is left empty the bill day of accounts created under this bill group will be the day that the account is created
Usage Bill Day*: sets the default day usage will be billed for accounts. The usage bill day can be any number between 1 and 28. If this field is left empty the usage bill day for accounts created under this bill group will be the day the account is created
Invoice Delivery*: specifies the invoice delivery settings to use. Delivery settings determine how the invoice is sent (e.g. emailed as a pdf attachment) and the invoice template to use (invoice branding, layout and content)
Invoice Render Threshold Amount: keeps the invoice from being generated until the total invoice charges meet or exceed the value specified in this fieldInvoice Due Date Based On: used in conjunction with payment terms to set the due date on invoices
Account Bill Date: uses the account bill date along with payment terms configured on the account to determine the invoice due date. For instance, if the account's bill day is March 1st and the payment terms configuration is set to Net 20, then the invoice due date will be set to March 21st
Invoice Render Date: uses the day the invoice is rendered and the account’s payment terms configuration to set the invoice due date. For instance, if the invoice is rendered on April 5th and payment terms are set to 'On Due Date' then the invoice due date is April 5th
Invoice Date Based On: allows you to configure when the invoice date is set
Invoice Render Date: the invoice date will be set to the date that the invoice is generated
Account Bill Day: the invoice date will be based on the bill day of the account. the 'Account Bill Day Option' field described below defines which period is used when setting the invoice date
Account Bill Day Option: this option is only applicable when the 'Invoice Date Based On' field is set to 'Account Bill Day'. This field lets you define the period the invoice date will be set to. E.g. if this value is set to 'Previous Period' and in October an account with a bill day of the 1st has an invoice generated, then the invoice date will be set to 'September 1st
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Bill groups need to be connected to one or more bill runs in order to bill the accounts that are in the bill group. Bill runs determine when billing executes, what is billed (subscription charges, usage charges, etc.) and if invoices are rendered and delivered amongst other options.
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This tab lists the accounts that are setup under the bill group. The ‘Filter Accounts' field here allows you locate specific accounts under the bill group. An option to exclude accounts from being billed is also available here, in the event you do not wish to bill some accounts under the bill group when a the bill run is executed.
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Note: an account will be billed if its bill group is billed, even if the account is in a cancelled account status. If you wish to ensure no charges are applied to cancelled accounts you can create a ‘cancelled accounts' bill group and switch accounts to use that bill group when accounts are cancelled. |
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Under the Bill Groups heading on the left click the
iconUnder the Add Bill Group heading on the right enter the bill group details. See the Bill Groups article Edit Bill Group Panel section above for descriptions of each field
Click Save
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Under the Bill Groups heading on the left click the bill group you wish to edit
Under the Edit Bill Group heading on the right modify the bill group details. See the Bill Groups article Edit Bill Group Panel section above for descriptions of each field
Click Save when finished making changes
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