This article outlines how to set up your business information and billing parameters. You'll learn to add your billing address, set invoice generation details like your business name and payment timelines, and configure global billing settings for various categories. You'll also find guidance on configuring payment methods. For a complete overview, you can read the full article or watch the video.
Step 1. Adding your business information
Navigate to the settings section.
Once in settings, click Billing.
You'll be directed to the billing address section.
Begin by typing your country.
Confirm your country selection from the dropdown list.
Continue filling in the remaining address information.
Confirm that the entered address details are accurate.
Remember, this address will be utilized in all generated invoices.
Step 2. Setting the invoice generation parameters
Continue scrolling down to find the invoice generation setting.
Add your official business name, which will appear on your invoices.
Include your business number name, this is the registration number issued by your country.
Set your billing day, this is when your billing period will start every month.
Archie tip: 95% of customers set the 1st day of the month to have a better control of the invoices
Add the delay invoice generation day to set how many days before the billing period starts you want the invoices generated.
Set the payment delay, this is to specify the number of days after the invoice was sent within which customers are required to pay the invoice
Set the invoice reminder delay, this is to indicate how many days after the invoice is overdue before a customer receives a reminder.
Select whether charges are made on the invoice of the current month or if they apply to the next invoice after the meeting date.
Archie tip: Most of our customers select to have the charges applied to the next invoice after the meeting date. If a user cancels a reservation, you won't have to process a refund since it hasn't been billed yet.
Step 3. Setting the Global Billing Configuration
Continue scrolling down to find the Global Billing configuration setting.
You can set five different categories: plans, day passes, services, products, and conference rooms.
The steps to set each category are the same
After selecting a category, you can set if it will be paid upfront or at the end of the billing cycle.
Select the frequency of payment for the chosen category.
You can add an exception for anyone that has an active plan, to do this:
Click "Add exception"
Select the frequency
Specify if it's upfront or at the end of the billing cycle.
Repeat the above steps to configure the settings for the remaining categories.
Archie tip: 90% of our customers follow the below settings:
Plans: To be paid upfront for users and members
Day passes, Services, Products, and Conference rooms: To be paid upfront for users, and paid at the end of the billing cycle for those with an active plan
Step 4. Configuring the Payment Methods
Continue scrolling down to find the Payment Method configuration setting.
If you don't have any payments integrated with an external app, you will only see the "Front desk" tab. Each payment integrated will be displayed in a separate tab
Within each tab, you can enable or disable two options
Allow or deny all clients to pay with the selected method.
Allow or deny clients with at least one active plan to pay with the selected payment method.
Archie tip: If you want to process only payments online, once you have a payment app integrated, you may return to this setting and deny all clients to pay with the front desk payment
In this article, we've gone into the fundamental settings. Nevertheless, we strongly recommend you take a moment to explore the remaining settings under the "billing" category.
Follow our next article to configure your e-signature.