Keeping up with complicated billing schedules can be tricky, especially if you bill some bill payers monthly and others weekly. Whatever your setup, with Automatic Billing, you can set up monthly, bi-weekly, or weekly billing frequencies and apply these to any bill payer - so you can leave all the scheduling up to Famly.
Automatic Billing determines how frequently an invoice is sent to specific bill payers - not to be confused with Automatic Payments, which takes payment from bill payers via Famly Pay. You can read more about Automatic Payments here.
Setting up Automatic Billing
To configure your sites for Automatic Billing, head to Settings → Finance → Billing Basics
At the bottom of the settings page, you’ll find a toggle labeled Send invoices automatically. To turn on automatic billing for your center, switch the toggle on and confirm your choice in the modal that appears. Once confirmed, automatic billing will be enabled for your center and for every payer with a billing frequency set.
☝️If you don’t see the Send invoices automatically toggle, it’s likely because you need to set up your billing basics first.
If you have existing bill payers without a billing frequency, you still need to manually add the bill payer frequency and enable automatic billing to those bill payers . This can be done on the bill payer profile or in your Bill payer report by going to Reports → Bill payers. If a bill payer doesn't have a bill payer frequency added, they won't receive a bill.
💡 Worried about forgetting to set a billing frequency for new payers? Turn on the Assign to new bill payers toggle. Enabling this will automatically add the selected invoicing frequency to any newly created bill payer regardless of how that bill payer was created.
Disable Automatic Billing for Your Center
To turn off automatic billing for your center, simply switch off the Send invoices automatically toggle and confirm your choice in the modal that appears. This will disable automatic billing for your entire center.
Once automatic billing is turned off, the option to manage it for individual payers will also be disabled.
Billing Basics
On the same settings page, you'll also find your Billing Basics. If you haven't configured these, you have to do that before enabling automatic billing for your center.
The billing basics cover billing frequency, the invoice period, and the payment deadline.
Get all details about Billing Basics in this article.
☝️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.
Managing Automatic Billing for Individual Bill Payers
You can manage automatic billing directly from the bill payer’s profile. To access it, either search for the bill payer using the global search or navigate through the Finance Overview. Once on the profile, you’ll find a toggle that allows you to enable or disable automatic billing for that payer.
Managing Automatic Billing for multiple bill payers
To apply automatic billing to multiple bill payers at once:
Click on Finances in your sidebar
Navigate to the Bill payers report under Reports
Select the payers for that you want to change automatic billing for
Click the
Manage billing frequenciesbutton at the top
You can choose to enable or disable automatic billing and update the billing frequency for multiple bill payers.
☝️Note: You must select a billing frequency to apply the changes.