Regular Invoices tab

This tab is available when regular invoice generation is enabled for the customer class (the Generate Regular Invoices option on the General Info tab is set to On ).

 

 

Field Description

Generate Invoice PDF

  • At the end of the billing period – With this option enabled, PortaBilling® processes the customer’s xDRs, applies charges (e.g. subscriptions, fees, etc.), creates an invoice and generates a .pdf file. XDR processing for the next customer only starts once the .pdf file for the previous customer has been generated. Note that this is the default option.

  • Postponed, based on resource availability –With this option enabled, PortaBilling® creates a regular invoice and charges a customer’s pre-authorized payment method immediately. PortaBilling® begins to generate the .pdf files only once the calculations related to the previous billing period (e.g. xDR processing, statistics) for all customers have been completed. This is a useful option for service providers who automatically charge customers’ pre-authorized payment method.

  • On demand – With this option enabled, PortaBilling® makes all calculations for the customer, creates their regular invoices and saves them to a database. These invoices are then accessible via API. However, the .pdf file will not be generated unless explicitly requested. Note that at any time an administrator can initiate .pdf file invoice generation on the customer’s page.

Invoice Template

Select one of the predefined invoice templates. For how to create an invoice template please refer to the Templates section of this guide.

 

Click the Invoice Template link to review and edit the selected invoice template.

Send invoices via email

Define when to send invoices by email to a customer.

  • Automatically – Select this option to automatically send a .pdf copy of the regular invoice to a customer when a new invoice is created.
  • After review and approval by admin – Select this option to send a .pdf copy of the regular invoice to a customer only after an administrator has reviewed and approved the invoice.
    • Hold for review for … days – Type the number of days PortaBilling® will wait for an administrator to approve an invoice before sending the invoice to the customer.
  •  Never – Select this option if you don’t want to send a .pdf copy of the regular invoice to the customer.

Payment Terms

 

Auto-charge invoice balance using the saved Payment Method

Select this check box to automatically charge the customer’s pre-authorized payment method for the full amount due when their billing period is closed. PortaBilling® calculates an regular invoice and immediately charges the customer’s credit card. Upon successful payment processing, PortaBilling® generates an invoice .pdf file with a zero amount due.

 

If the payment transaction was unsuccessful, PortaBilling® generates the invoice with the amount due and this invoice must be paid.

 

Payment is expected within … days after invoice generation

Define the invoice grace period. This defines how many days after the regular invoice generation a payment is expected. The invoice due date is calculated as based on the grace period (invoice_issue_date + grace period).

 

For example, if the issue date is June 1 and the grace period is 15, the invoice must be paid before June 16.

 

Note that the grace period can be zero. The invoice is then considered to be due upon receipt.

Notify customer about upcoming due date … days before due date

This option is available only when the Payment is expected within … days after invoice generation option is not empty or 0.

 

Type how many days prior to the invoice due date a notification should be sent to a customer. Use comma to separate values.

 

For instance, “14, 7, 3” means that the customer should receive a notification 14, 7 and 3 days before the due date. (Obviously, if the customer pays after the first notification, no further notifications will be sent).

 

Leave this field empty to disable notifications completely.

Payment Collection

 

Do not try to collect the payment if the amount due is less than

This option is available only when the currency for the customer class has been defined.

 

Type the minimum charge threshold required for creating a regular invoice. If the amount due on a regular invoice is lower than the specified threshold, no payment is required immediately and notifications concerning the invoice will not be sent yet.

 

If no payment is made, the balance is applied to the next invoice(s) until the amount due on the new invoice crosses the threshold. The status of such an invoice on the web will be reflected as “Do not pay.”

 

For example, if the collection threshold is $300:

  • For invoice #1 with charges for the first billing period equal to $100 and an invoice total of $100, the invoice status is “Do not pay,” no suspension warnings.
  • For invoice #2 with charges for the second billing period equal to $100 and an invoice total of $200, the invoice status is “Do not pay,” no suspension warnings.
  • For invoice #3 with charges for the third billing period equal to $100 and an invoice total of $300, the threshold is reached and notification concerning invoice #3 includes the amount to pay equal to $300.
  • If the customer pays $100, then invoice #1 is paid. The next notification about invoice #3 includes the amount to pay (equal to $200). If the customer makes a $50 payment, then invoice #2 is partially paid.
  • For Invoice #4 including charges for the fourth billing period (equal to $100), with $150 paid and an invoice total of $250, the status of the invoice is “Do not pay,” no suspension warnings. But invoice #3 must still be paid, with an amount due equal to $150 and suspension warnings are sent to the customer.

Re-send the invoice … days after the due date

Type how many days after the invoice due date a notification regarding the overdue invoice should be sent. Use comma to separate values.

 

For instance, “0, 7, 14” means that the customer will receive a notification on the due date and then 1 and 2 weeks later. (Obviously, if the customer pays after the first notification, no further notifications will be sent).

 

Leave this field empty to disable notifications completely.

Charge using the saved Payment Method … days after the due date

Type how many days after the invoice due date another attempt should be made to charge a customer’s credit card for the invoice amount due. The first attempt to charge the customer’s credit card is made immediately during invoice generation  

 

Use comma to separate values.

 

For instance, “0, 3, 10” means that PortaBilling® will attempt to charge the customer’s credit card  on the due date and then 3 and 10 days later. (Obviously, if one of the charge attempts succeeds, no further attempts will be made).

 

Leave this field empty to disable re-collect attempts completely.

Suspend the customer's services upon non-payment

Select this option if you want to suspend a customer’s services if a regular invoice is unpaid.

Send a suspension warning … days before the suspension date

This option is available only when you enable the Suspend the customer's services upon non-payment option.

 

Type how many days before the suspension date (or before the customer is automatically suspended for the second time if the suspension was delayed by the administrator) a notification will be sent to the customer.

 

Note that the number of days specified here must be less than or equal to the number of days specified in Suspend the customer’s services upon non-payment … days after the due date.

 

Leave this field empty to disable such notification.

Suspend the customer’s services upon non-payment ... days after the due date

This option is available only when you enable the Suspend the customer's services upon non-payment option.

 

Type how many days after the due date the suspension of customer’s services will take place if the regular invoice is still unpaid.

 

Note that the number of days specified here must be greater or equal to the number of days specified in Send a suspension warning … days before the suspension date.

Terminate the customer upon non-payment

Select this option if you want to close a customer’s account if a regular invoice is unpaid.

Send a warning … days before the permanent termination date

This option is available only when Permanently terminate the customer … days after the due date is not empty or 0.

 

Type how many days before the closing date a notification will be sent to the customer.

 

Note that the number of days specified here must be less than or equal to the number of days specified in Permanently terminate the customer … days after the due date.

 

Leave this field empty to disable this notification.

Permanently terminate the customer … days after the due date

This option is available only when you enable the Close the customer’s account option.

 

Type how many days after the due date the customer’s account will be closed if the regular invoice is still unpaid.

 

Note that the number of days specified here must be greater than or equal to the number of days specified in Send a warning … days before the permanent termination date.