Bill Later with Auto Billing

There are two primary ways auto billing works - billing immediately and billing later with a queue. Billing immediately allows the auto creation of the invoice and payment upon reservation check-in and billing later (overnight, overnight one-day-late, or on a set day of the month) creates a queue of invoices that will bill on the set schedule. 

Bill immediately is typically used when the individual checking in the reservation was previously also creating the invoices. Billing later (overnight, overnight one-day-late, or on a set day of the month) is typically used when a billing admin or someone other than the individual checking the reservation in was previously creating/managing the invoices. 

What does the full reservation to invoice flow look like with auto billing set to bill overnight, overnight one-day-late, or on a set day of the month?

1. The reservation will be checked out as normal.

2. The reservation will be checked in as normal. Hobbs and/or Tach time will be entered.

3. If the confirmation modal is enabled in auto billing settings, then the confirmation modal will show a preview of the invoice that is going to be billed upon confirmation. If not using the confirmation modal, then skip to step 4.

Permission details - If the user checking in the reservation has the permissions to add invoices then they will be able to edit the invoice and if they have the permission to edit auto generated line items they will be able to make changes to the auto created invoice. If they do not have permission to add invoices then they will not see the edit invoice button.

Cancel or x will not auto bill the invoice and invoice creation the standard way will be needed if the user needs to be billed. 

Confirm will auto bill the invoice and return the user to the reservation check in modal. 

4. The automatically created and billed invoice is complete and will process behind the scenes overnight on the auto billing date at the time set in auto billing settings.

Auto Billing Tab in Billing Hub

For a billing admin or anyone who would like to review the invoices before they are automatically billed, there is a new tab in billing hub titled auto billing. This will be where all unbilled invoices can be viewed and edited before they are processed. Any manual edits to invoices will be auto billed. 

On the auto billing page, bulk actions also exist to manually process auto billing for the selected invoices all at once or to edit the date if it needs to be pushed out. 

Invoices Needing Attention

If the invoice fails for any reason, administrators and anyone with the permission "manage auto billing" will get a dashboard notification that an invoice needs attention and see the banner in auto billing. 

The most common reasons for invoices needing attention are:

• Credit/Debit card was declined
• Not enough package hours left for the hour type that is trying to be billed
• The user does not have a primary payment method, does not have a positive account balance and does not have permission to go negative (permission: "Make Purchases on Account"). 
  • This is the error in the screenshot above. 

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