Automatic Billing
This article will show you how to set up automatic billing and send automatic invoices to your long-term rentals for customers.
Topics in this article include
Setting up automatic billing
- When first creating the contract, make sure the duration is set for the structure you will be invoicing the customer. For example, if the customer will have the item out for at least six months but possibly longer and you send the invoice every 28 days or once a month, then enter 28 days or 1 month as the duration for the 28-day/1 month billing cycle. Don’t worry about the due date. When setting up the automatic billing, there's an option that can extend the due date with each invoicing. This will be explained further down.
- Locate and open the contract to start the automatic billing process. Automatic Billing can be enabled in contracts in or past the Reservation status.
- On the right-hand side of the contract overview, select Automatic Billing (below the Totals section).
- If payment has already been collected on the contract, a warning will appear asking you if you would like to create an invoice for the already received payment.
- Selecting No - This will direct you to the Automatic Billing Screen.
- Selecting Yes - An invoice will be created for the amount paid. After the invoice is generated, you will be directed to the Automatic Billing Screen.
- Fill in all necessary fields in the Automatic Billing screen. See the section below on the Automatic Billing screen for more information about each field and option.
- Click Save. You can view all sent invoices by clicking the Invoicing option from the transaction overview. From here, you will see a list of invoices created thus far. You can view them one at a time by clicking the view icon next to the invoice number. If one was created with the incorrect amount or accidentally, you can click the Delete button, which will remove the invoice.
Automatic Billing screen
| Payment Method | This allows you to select a payment method. If integrated with credit cards, the option to send out the invoice(s) or collect payment on the customer’s stored card will be available. |
| Billing Interval | This allows you to set the amount of time or the frequency that the invoice will be sent out. You want to set this according to your billing cycle. |
| Billing Terms | Are configured in Configurations > Configure Printing Options. This allows users to set the payment terms of the contract. |
| Amount | This allows you to set the dollar amount to be charged to the customer for each billing. |
| Next Billing Date | This allows you to select the date and time when the first invoice is to be sent. |
| What should we do once the Grand Total has been collected? |
With either selection, automatic billing will always be discontinued when the contract is canceled or all items have been received. Stop billing - Billing will stop when the full amount is collected. |
| Extend Contract De Date with each Billing |
When you choose to keep billing until all items are received, you have the option to extend the due date with each billing. If the due date is the same date or around the billing date and this option is selected, then the due date will extend out accordingly to the duration of the transaction. This way, you know the item is out, but it won’t show as Overdue on your workbench. |
| Bill Contract Amount instead of Fixed Amount |
Choosing this option will remove the Amount box and will simply bill for the amount owed on each contract. |
| Show Rental Period Dates on Invoice |
If enabled, you'll have the option to display billing in advance or at the end. It will print the billing period on the invoice. This option only appears if you choose Invoice as the payment method. |
Workbench Identifier
If you select Credit Card as the automatic billing Payment Method type and the customer card is declined, the main email on the account will receive an email. and
You'll also see an icon on the Workbench stating that attention is required.