Configuring your billing gives you control over how your billing is managed, allowing you to keep your payment information up to date and avoid any interruptions in service.
1. Create a billing entity
If your center operates under multiple legal entities or bank accounts, it's crucial to set up multiple billing entities to manage invoicing efficiently. To create a new billing entity, follow these straightforward steps
Step 1: Go to settings
Access the settings module by clicking on the option located on the left side of the screen.
Step 2: Open the tab billing entities
Click on the section labeled "billing entities" at the top of the page.
Step 3: Create a new billing entity
Click on the 'create entity' button to open a pop-up where you can fill in all the necessary fields.
| Company name | Name of the entity that bills |
| Phone | Phone number |
| Business Type | Choose the right type from the dropdown menu |
| KVK number | When you are a Dutch company, you can fill this in |
| Currency | Select your currency from the dropdown menu |
| Address line 1 | To fill in your street |
| Number | Your house number |
| State | If you don't have a state you can fill in your city here |
| Address line 2 | To fill in extra info regarding your street |
| Country | Select your country from the dropdown menu |
| Zip code | Your Zipcode |
| City | Your city |
| Mandate type | Select your mandate type from the dropdown |
| Email (from for invoice reminders) | Email address used for sending out reminders |
| Invoice email | When activating this toggle an extra field appears where you can enter another email address used to send out invoices |
Step 4: Save the changes
Click on the blue 'Create' button to finalize the creation of the new billing entity.
Tip : Don't forget to add the IBAN (International Bank Account Number) after saving, as this information will be required for invoicing purposes.
2. Edit a billing entity
Step 1: Go to settings
Navigate to the settings module located on the left-hand side of the screen by clicking on it.
Step 2: Open the tab billing entities
Click on the section labeled "billing entities" at the top of the page to access the table of billing entities.
Step 3: Choose the billing entity to edit
To make changes, simply click on the 'edit' button in blue next to the entity you wish to modify.
Step 4: Make the changes
A pop-up window will appear, allowing you to make the necessary changes.
Step 5: Save the changes
By selecting the blue 'save changes' button.
3. Edit customer settings
Customer settings allow you to customize billing on a per-customer basis. This means you can set up different payment terms, merge invoices, ... for each customer, enabling you to tailor the billing process to meet the specific needs or agreements with individual clients.
Step 1: Open the settings of the customer
Navigate to the customers section on the left-hand side of the screen.
Next, click on the "Settings" option located at the top of the tabs. Then open the billing tab shown in the left menu.
Step 2: Configure the settings
| Billing Company | Choose the billing company from the dropdown menu. |
| Automerge invoices from subscriptions | Enable the option to automatically combine invoices from multiple subscriptions for a customer into a single invoice by activating this feature. |
| Payment type | Choose the payment type from the dropdown. |
| Payment term | Choose the payment term from the dropdown. |
| Add open orders to invoices generated by subscription | If you wish to include additional costs on the subscription invoice, simply select the desired subscription from the dropdown menu to add them. |
| PO number/ Imputation number | PO number for every invoice |
Step 3: Save the changes
By selecting the blue button labeled 'Save changes', you can finalize and apply the modifications.
4. Edit customer setting in bulk
With just a few clicks, you can easily edit the settings of multiple customers at once. This process will save you time and effort.
Step 1: Go to the Customers module
Click on the "Customers" option located on the left-hand side of the screen.
Step 2: Select the customers you want to edit
By selecting the checkbox in front of the customer.
Step 3: Open the bulk edited
On the right side of your screen, next to the 'more' option, you can open the dropdown menu and choose 'edit settings' to make changes.
Step 3: Make the changes
A pop-up window will appear, allowing you to make the desired changes that you wish to apply.
Step 4: Save
By clicking on the blue confirm button.
5. Upload the invoice template
Edit your invoice template and upload it to your platform whenever you need it.
1. Go to My Center > Settings > Billing
2. Click on Invoice PDF template and download your active template
Before editing your document we advise you to keep a copy of the original document.
3. Edit the invoice template in your text editor. Save the document as a .docx
4. Click again on Invoice PDF template
5. Click Upload new document > Select your edited template > Click update
