Billing basics give you the flexibility to manage billing and payments with precision. Whether you’re ready to automate billing or prefer to handle it manually, this guide helps you configure key settings like billing frequencies, invoice periods, and due dates.
Automatic billing is an optional tool you can enable when you’re ready to automate sending invoices. You’ll remain in control of when to turn it on and off. With clear, accurate calculations and reminders, you can ensure invoices go out on time without surprises.
Setting Up Billing Frequencies
To navigate to Billing Basics, go to Settings > Finance > Billing > Billing Basics. Once there, you can enable up to three different billing frequencies to suit your needs. Simply choose which frequency (or frequencies) to make available:
Monthly: We support setting either the first or last working day or an exact date each month.
Bi-Weekly: Automatically send bills every 14 days. The first bills will be sent on the date you select, followed by every 14 days thereafter.
Weekly: Automatically send bills every week on a specific day.
Defining Billing Periods
After enabling your desired frequencies, you need to define the period the bills should cover. Here are the options:
Invoice for next period
Bills sent monthly on the 28th will cover the first to last date of the following month (Sent Feb 28th, covers Mar 1st to Mar 31st)
Bills sent bi-weekly on Wednesdays will cover Monday - Sunday the two following weeks
Bills sent weekly on Wednesday will cover Monday - Sunday the following week
Invoice for the current period
Bills sent monthly on the 28th will cover the first to last date of the current month (Sent Feb 28th, covers Feb 1st to Feb 28th)
Bills sent bi-weekly on Wednesdays will cover Monday - Sunday the current and next week
Bills sent weekly on Wednesday will cover Monday - Sunday the same week
Invoice for the previous period
Bills sent monthly on the 28th will cover the first to last date of the previous month (Sent Feb 28th, covers Jan 1st to Jan 31st)
Bills sent bi-weekly on Wednesdays will cover Monday - Sunday the two previous weeks
Bills sent weekly on Wednesday will cover Monday - Sunday the week before
Set Payment Deadline
By default, the due date of the bills will be set to 10 days after the bill is sent. This can be adjusted by adjusting the payment deadline in the Invoice due date field.
☝️Note: If you are using Automatic Billing ensure that Automatic Payments are set to at least one day later than the Automatic Billing date. Because automatic billing and payment run times may vary within the specified date, it is important to have a 24 hour gap to ensure all Automatic Payments are picked up. This can be set by going to Settings → Finances → Billing → In-app payments.
Automatically Assign Billing Frequencies
You can simplify how billing frequencies are assigned to new bill payers by toggling on Assign to new bill payers. This ensures every new bill payer automatically gets a default invoicing frequency, no matter how they are added, so they’re ready to be billed as soon as they join.
For bill payers who don’t already have a billing frequency assigned, you’ll need to add one manually. You can do this either on the Bill Payer Profile or in the Bill Payers report under Reports → Bill Payers.
✅ Billing frequencies are also assigned automatically when a billing plan is added for a child using the new plan builder.