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Bill Groups Screen

Last Updated: Wed May 18 2022

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

The Bill Groups Panel

The Bill Groups panel on the left of this screen allows you to select configured bill group so that you can view and edit them in the Edit Bill Group panel to the right. In addition, actions are available which are shown as icons on the left above the Filter text box. Available actions are detailed below.

Actions

Icon

Description

Deletes the selected bill group

Adds a new bill group

The Edit Bill Group Panel

The information in this panel reflects the currently selected bill group. From here you can change bill group details (fields will display a red left border if a value is required and purple text if the field is read-only and cannot be modified).

Note: Fields listed below with an asterisk indicate that the setting is the default value for new accounts setup under the bill group. Modifying these settings will not affect existing accounts under the bill group. Accounts are free to deviate from these default bill group settings (e.g. if the bill group's bill day is '1' the bill day for accounts under the bill group can be changed to a value other than '1'). Changing the value of settings that are not marked with an asterisk will update those settings on existing accounts under the bill group.

Bill Group Fields:

  • 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 field

  • Invoice 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

Bill Runs tab

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.

Accounts tab

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 bill run is executed.

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.


Guides

Adding Bill Groups

  1. Under the Bill Groups heading on the left click the (emoji) icon

  2. Under the Add Bill Group heading on the right enter the bill group details. See the Bill Groups article for descriptions of each field

  3. Click Save


Adding Bill Runs to Bill Groups

  1. Under the Bill Groups heading on the left click the bill group you wish to edit

  2. Under Edit Bill Group ensure the Bill Runs tab is selected and then click inside the text field labeled Bill Run(s) To Add

  3. In the list that appears check off the bill runs you wish to add to the bill group

  4. Click the + Add button to the right

  5. Click Save to commit the changes


Editing Bill Groups

  1. Under the Bill Groups heading on the left click the bill group you wish to edit

  2. Under the Edit Bill Group heading on the right modify the bill group details. See the Bill Groups article for descriptions of each field

  3. Click Save when finished making changes


Deleting Bill Groups

Note: you cannot delete a bill group if it is in use. If you need to delete a bill group that is in use you will first need to change all accounts under the bill group to use another bill group and also remove the bill runs that have been added to the bill group

  1. Under the Bill Groups heading on the left select the bill group you wish to delete

  2. Under the Bill Groups heading on the left click the (emoji) icon

  3. On the confirmation dialog that appears select Yes


Removing Bill Runs from Bill Groups

  1. Under the Bill Groups heading on the left click the bill group you wish to edit

  2. Under Edit Bill Group ensure the Bill Runs tab is selected and then click the (emoji) button to the right of the bill run you wish to remove from the bill group

  3. The (emoji) button will appear, click it to confirm that you wish to remove the bill run and the bill run you selected to delete will appear crossed out in the list

  4. Click the Save button to commit the removal of the bill run