Managing Billing Records on the Profile

Adding a Billing Record

Billing records can be created at the profile level, but can instead be created at the Membership Level. This is a good practice because it means that a member profile will automatically update the billing records when a membership level is assigned.

  1. Go to the Profile Edit screen.
  2. Click on the Billing tab (left side).

  1. Click Add New.
  2. Choose a Revenue Item to associate with this billing period.

The revenue item will now appear as a tab at the top. If you have multiple billing records, you can access the desired record by clicking on the appropriate revenue item. In the example below, there are two billing records: one for a revenue item called Dues and another for a revenue item called Events.

  1. Choose an Anchor Month to mark the starting month of the billing period.
  2. Choose an Anchor Day to mark the starting day of the billing period.

On the invoice, the due date will include this Anchor Day.

  1. Choose a Starting Year to mark the starting year of the billing period.
  2. 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
  1. If you chose a revenue item that has a pricing calculation then you can place a check next to Use pricing calculation to calculate dues amount and select the pricing calculation or set it manually (steps 10-11).
  2. 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.

  1. 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.

  1. Click Save.

There are additional options or invoice overrides available.

Click Add New (at the top) if you need to add another billing record.

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Editing a Billing Record

  1. Go to the Profile Edit screen.
  2. Click on the Billing tab (left side).
  3. Make the desired changes and click Save and Continue Editing.

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Deleting a Billing Record

This CANNOT be undone. Deleting a billing record will NOT delete related invoices. Another option is to set this record to inactive if you want to keep a record of it or possibly bring it back later.

  1. Go to the Profile Edit screen.
  2. Click on the Billing tab (left side).
  3. Click Delete (at the top).

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Inactive Billing Records

There is also an Inactive option at the top. If checked, the billing record will be disabled and removed from view, but not deleted. At any time, if you need to reference or reactivate an inactive billing record, you may access it by clicking View Inactive Billings.

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Additional Options

When adding or editing a billing record, there is an Options branch where you can enable or disable any of the following:

  • Set a billing expiration date: 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 cannot be enabled if Set as Automatic Recurring Billing is enabled.

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.
  • Invoice Separately: If you check this option, the generated line item will not be included on the same invoice as other line items that are generated at the same time.
  • Set as Automatic Recurring Billing: If you check this option, the billing record will be set to Automatic Recurring Billing.

This cannot be enabled if Set a billing expiration date is enabled. Also it cannot be enabled unless the first occurrence of the billing (Anchor Month/Day/Year) is in the future.

  • Allow ARB subscription management in Member Portal: If you check this option, your member will have the option to enable or disable automatic recurring billing (see screenshot below).

If Allow ARB subscription management in Member Portal and Set a billing expiration date are both enabled, and a member enables ARB from their portal, this billing record (for their profile) will be automatically inactivated and a new billing record will be created with the same parameters except Set a billing expiration date will be disabled.

You may also enter any Billing Notes that you want to associate with this record.

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Invoice Overrides

When adding or editing a billing record, you can click Expand Invoice Overrides and change how this information will appear on the invoice (e.g., showing a different revenue item description or a different billing address).

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