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 and payments
To turn on automatic billing for your center, switch the "Do you want to send invoices automatically" in your billing cycle settings on. Once confirmed, automatic billing will be enabled for your center and for every payer with a billing frequency set.
If you have existing payers without a billing frequency, you still need to manually add the frequency and enable automatic billing to those payers . This can be done on the payer profile or in your Payer report by going to Reports → Payers. If a payer doesn't have a frequency added, they won't receive an invoice.
💡 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 billing frequency to any newly created payer regardless of how that 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 save your changes. 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.
☝️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 and payments
Managing Automatic Billing for Individual Bill Payers
You can manage automatic billing directly from the payer’s profile. To access it, either search for the 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 payers
To apply automatic billing to multiple payers at once:
Click on Finances in your sidebar
Navigate to the 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.