Account Invoicer Configuration

Summary

This article explains how to configure invoicer settings on accounts. Invoicer settings allow you to specify who gets the bill for transactions on an account as well as define the tax configuration to use when calculating taxes on transactions. By default newly created sub-accounts will be configured to bill transactions to their top level parent account.

Example

Below we have a screenshot from the Details section on the Overview page of an account which shows that a sub account exists (sub-account 1):

Open

With the Invoicer feature you can control who is invoiced, for instance:

• Have parent account and sub-account transactions exist on a single invoice sent to the parent

• Have accounts individually receive separate invoices

• Have the sub-account usage billed to the parent account but all other sub account transactions invoiced directly to the sub account

• Have the invoice go to the owner user instead of the parent or sub account, and so on

Using the structure we have here in this example, you can change the invoicer on sub-account 1 as long as there is no existing invoice that is on that account.

Invoicer Restrictions

There are some invoicer restrictions in place to prevent billing / usage billing issues. These are:

• The invoicer on an account cannot be changed once an invoice exists on that account UNLESS the following conditions are met first:

  • All invoices are closed

  • All balances and account are zero (by way of adjusting transactions or otherwise)

  • All payments and credits are marked as 'Disbursed'. If they cannot be disbursed they must be reversed on that account

• Invoicers must be setup before any billing takes place

• Parent accounts must be active for sub-accounts to invoice

• EngageIP 8.6.0+: Accounts must be in the same bill group as their invoicer and usage invoicer

• EngageIP 8.6.0+: Invoicer options on an account will be greyed out (read-only) if the account's owner is setup to receive invoices. Specifically, if the owner is configured with a ‘Owner Parent Account Billing Type’ > ‘Bill Owner…/Bill Branded Owner…’ option. See the Configuring Branded and Unbranded Owners article for more information on configuring owners

• EngageIP 8.6.0+: An account's bill day must be in sync with the bill day of the account's invoicer

• EngageIP 8.6.0+: Changing the bill day of an account setup as an invoicer will update the bill day of all accounts configured to use that invoicer (via an EngageIP job)

• EngageIP 8.6.0+: A sub-account cannot be the usage invoicer for its parent account

• EngageIP 8.6.0+: An account setup as a usage invoicer (i.e. invoiced for usage generated by other accounts) must be configured to be its own invoicer and usage invoicer

NOTE: The Parent balance is considered and is required to be zero before you can change the invoicer.

Configuring Invoicers

1. Search for the account that you would like to individually invoice, in this case we will use the above structure and search for sub-account 1

2. Once you have loaded the account click the Tools page and then select Invoicer

   Open

   

3. From here, you can specify the invoicer (who will receive the bill) and depending on your version the tax configuration to use. Invoicers can be set to the current account or any accounts above the current account in the hierarchy (parent account, owner account)

   • Invoicer: the account that will be billed for all non-usage transactions

   • Usage Invoicer (introduced in EngageIP 8.5.25.0): the account that usage transactions will be billed to

   • Tax Invoicer (introduced in EngageIP 8.5.27.1): specifies which account's tax settings to use when calculating taxes (e.g. observe the tax invoicer's tax code, account tax category, etc.). Only accounts in the same hierarchy can be selected as a tax invoicer (i.e. parent account, owner account)
     Note: if the Tax Invoicer is selected on an account it will override the ‘Bill Accounts Using Invoicer Taxes’ setting if that setting is configured on the owner

4. Select Save

Changing an Invoicer

If you change the invoicer / usage invoicer on an account all unbilled transactions / usage will be billed to the new invoicer / usage invoicer on their next bill cycle / usage next bill date.

• If an invoice is created on a child account where the child account is the invoicer, if the invoice is paid or zeroed out, and the invoicer is updated to the parent account, the invoice will stay on the child account. Invoices going forward will be created on the parent account

• Invoices will stay on the account on which they were created even after changing the invoicer. Invoices will not move from one account to another.