This article is part of a series. At the bottom is a link to the next article. If you have not created a campaign yet, click here to go to the beginning of the series.
The pledge billing record MUST be added from the Billing tab of the pledge, so that it counts towards the pledge goal. It will then appear in the Billing tab of the profile.
Adding a Pledge Billing Record
Editing a Pledge Billing Record
Deleting a Pledge Billing Record
Adding a Pledge Billing Record
- Go to Revenue > Pledge Campaigns.
- Find the campaign.
At the top, filters are available to make the search easier and a button to sort the list.
- On the right side, next to the campaign, click ACTIONS, and Edit.
- Click on the Pledges tab.
- Find the pledge.
- On the right side, next to the pledge, click ACTIONS, and Edit.
- Click on the Billing tab.
- Click Add Billing.
- Choose a Revenue Item to associate with this billing period.
- Choose an Anchor Month to mark the starting month of the billing period.
- Choose an Anchor Day to mark the starting day of the billing period.
On the invoice, the due date will include this Anchor Day.
- Choose a Starting Year to mark the starting year of the billing period.
- Choose a Billing Cycle. This will be the schedule used when you generate invoices on the Generate Invoices screen.
For example, assume that your anchor is March 1, 2024.
|
Billing cycle |
Billing will fall on |
| Every Month | March-December of 2024 and then every month of 2025 and on |
| Every 3 Months | March, June, September, and December of every year |
| Every 6 Months | March and September of every year |
| Every 12 Months | March of 2024, March of 2025, and on |
- Enter an Amount Unit Price.
The Amount Unit Price, Base Price, and Flat Fee may be defined on the Revenue Item. If defined, these fields will default to that value, but can be overridden.
- Enter the Quantity.
The yearly total below will be automatically calculated:
- Monthly total: Unit Price x Quantity + Base Price (if entered).
- Yearly total: Monthly Total x 12 Months.
- If the Amount Unit Price is $100 and the quantity is 5, the yearly total will be $6,000 (monthly total: $100 x 5 = $500; yearly total: $500 x 12 months = $6,000).
The Flat Fee option will override the Unit Price, Quantity, and Base Price.
- Click Save.
At the bottom is an option to Add Billing if you need to add more.
Additional Fields
Billing Expires: If you check this option, the system will ask for a billing expiration date. This billing record will then be disabled on that date.
This expiration is effective on and after, so if the expiration date is January 1, 2024, it will not generate an invoice on January 1, 2024.
Setting this billing record to expire can be useful. For example, you might want the first-year billing to expire and have a second-year billing record that is pro-rated. Another example is advertising billing that should end after 1 or 2 years.
Bill Manually: If you check this option, the billing record will still appear when you later preview invoices on the Generate Invoices screen, but it will not generate the invoice. This can be useful for cases where you just want a reminder to contact or bill the member manually.
Sold By: If you choose a user that is responsible for this sale, the name will appear later on the invoice.
Editing a Pledge Billing Record
- Go to Revenue > Pledge Campaigns.
- Find the campaign.
At the top, filters are available to make the search easier and a button to sort the list.
- On the right side, next to the campaign, click ACTIONS, and Edit.
- Click on the Pledges tab.
- Find the pledge.
- On the right side, next to the pledge, click ACTIONS, and Edit.
- Click on the Billing tab.
- Find the billing record you want to edit.
- After making the desired changes, scroll to the top, and click Save.
Deleting a Pledge Billing Record
Exercise caution because this operation cannot be undone. Deleting a billing record will NOT delete any related invoices. Another option is to go to the Billing tab of the profile and set this billing record to inactive if you want to keep a record of it or possibly bring it back later.
- Go to Revenue > Pledge Campaigns.
- Find the campaign.
At the top, filters are available to make the search easier and a button to sort the list.
- On the right side, next to the campaign, click ACTIONS, and Edit.
- Click on the Pledges tab.
- Find the pledge.
- On the right side, next to the pledge, click ACTIONS, and Edit.
- Click on the Billing tab.
- At the bottom of the billing record that you wish to delete, click Remove This Billing Entry.
- Scroll to the top and click Save.
Next in series: Managing Pledge Invoices