Why Rechargly exists
Rechargly helps you bill software costs back to clients cleanly and consistently, without spreadsheets and end of month clean-up. The core value is clarity and control: the firm can see charges coming in, link them to the right client, and automate collection. This document can be circulated with your team so everybody knows why your firm is moving to Rechargly, and what needs to be done.
Why your firm is onboarding to Rechargly
Transparency: software becomes its own itemised invoice, separate from advisory and compliance fees.
Accuracy: clients are not overcharged or undercharged as plans and vendor pricing change over time.
Cost control: you reduce the admin burden of managing thousands of micro payments.
Audibility: you can explain what was billed, why, and for which subscription.
What you need ready before you start
Access to your accounting system so you can connect it to Rechargly and start pulling in charges
A way to forward vendor invoices into Rechargly using your unique Rechargly email address so charges can be imported reliably
A clear scope: have a clear understanding of what vendors you want to recharge initially, and when you plan to go live.
Some level of client data hygiene: customers need names and emails so agreements can go to the right place.
The high-level steps
Connect and confirm data flow: Connect your accounting system and confirm you are pulling in charges
Vendors: Define what vendor plans need to be recharged, and whether you want to mark up any plans.
Import charges: Import recent charges and decide what should clients and should not be recharged
Confirm billing rules: Decide on admin fee and whether some clients will receive a custom discount.
Mapping Ensure charges are linked to the correct client. This is the step that makes billing accurate and scalable
Payments and direct debit: Configure Stripe so you can collect via BECS or BACS and credit cards. Expect verification and payment method enablement
Client communication: Ensure clients know why you are moving to Rechargly and what to expect.
Reconciliation: Once the agreements have been signed and the money is collected, we will help you automate the reconciliation.
You can check out our onboarding document with the full breakdown
Timeline expectations
If you are migrating billing from another provider, plan for two weeks notice for the change, then the platform setup itself can be done in 2 to 3 hours
If there is no migration and clients are going onto direct debit for the first time, allocate two sessions with the team, and give clients 1 to 2 days notice before the first batch of agreements
Stripe will withhold the first payout for around 5 days for KYC checks
Common reasons onboarding slows down
Mismanagement of the transfer from the previous to new billing approach with Rechargly i.e customers are still being billed for subscriptions when they should be done through Rechargly.
Customers are missing emails or names, which blocks agreements and clean mapping
Stripe verification is left until late, then BECS or BACS enablement adds delay