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:
💻 Connections
Use the bulk connection functionality to integrate the clients you’re setting up for Recharging from the Connections page.
𝌡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:
Review the New Charges and confirm that the **Draft Invoices** show the correct amounts for the upcoming billing period
Go to the Billing page, click preview and enable and tick the “send agreements now” button so the client can set up their direct debit in advance
🤝🏻 Review Billing of Existing Customers
For existing customers, any new charges will be automatically included in their next billing cycle. Things you may want to check before the next billing date are:Actions you can take before the invoices are created:
Change the discount rate at a customer level from the Billing page by editing the margin
Create a custom charge/credit if they have been overcharged for some reason
🧘🏻 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 will be sent an email.
⭐️ Final Check
Next billing date is correct
Review Next Charges and exclude anything that you won’t be collecting.
The correct discount has been applied to any new vendor.