Below are the tasks and things you should be aware of in Rechargly. If you have any questions, leverage our support articles or speak to us in the chat bubble (bottom right side of the app). If we can’t answer your question, one of our team will reply.
Please refer to our public document which outlines the onboarding checklist in more detail.
📎 Imports
All Imports have successfully been received in Rechargly.
Review vendor Plan Rules to exclude any plans you don’t want to recharge.
If you want to upload bulk charges from a custom vendor, you can do it from the Imports page and click […]
🗺️ Mapping organisations to customers in Xero (Blue)
Each month you will be required to review the Mapping and map any new organisations & plans. When we receive a new invoice, we will notify you if there are new customers to be mapped.
You won’t be able to enable billing for customers that don’t have an email address. If a contact is missing an email address, it will look like the below:
𝌡Making adjustments
If you need to make changes to invoices, below are the most common scenarios:
Void an invoice
When you void an invoice, it will be voided automatically in your Xero. Once an invoice has been voided, it can’t be reversed.
2. Add custom charges: one-off credits or charges
If you make a mistake and you want to remove a custom charge, you can exclude it from the Charges table.
3. Add custom charges to a future invoice
This is commonly used when a double charge has occurred, and you want to apply a credit to a future invoice. Ensure that any amount you add is exclusive of tax.
4. Cancel or retract an agreement
The difference between a cancelled and a retracted agreement is that a cancelled agreement is when the billing information has been input. A retracted agreement is for an unsigned agreement.
5. What happens when you forget to import charges and you need to backdate an invoice
🙏 New Customer Billing
Before enabling new customers on the Billing page, complete these checks:
Before enabling new customers on the Billing page, complete these checks:
Confirm Draft Invoices show the correct amount and billing period.
Review New Charges. If there are charges which should be excluded, go to the Charges page and remove them.
Enable Recharging from the Billing page.
Ensure that you tick the ‘Send now’ button. Select ‘Send now’ to ensure customers receive their agreement emails. Customers won’t be charged until the invoice date.
🤝🏻 Review Billing of Existing Customers
For existing customers, any new charges will be automatically included in their next invoice. You can review the scheduled invoices before they are created on the next billing date. If you need to modify an invoice, you can create a custom charge, exclude a charge, or apply a credit.
💻 Connections
Use the bulk connection functionality to integrate the clients you’re setting up for Recharging from the Connections page.
🧘🏻 Auto-reconciliation
Once the auto-reconciliation is setup, ensure you don’t do the following things:
Archive a Xero contact that is setup on Rechargly
Modify a Rechargly invoice
Void an invoice in Xero (you need to void invoices from Rechargly)
Send invoices to clients that are setup on direct debit
If you do any of these things, the auto-reconciliation will fail, and you’ll have to undo it. You will be notified each time something goes wrong.