As part of the billing cycle, Kube automatically adds charges from contracts, collects open charges and generates invoices, takes automatic payments for invoices, applies late fees to unpaid invoices past their grace periods, and replenishes recurring hours/credits and coworking passes. Scheduled tasks determine when Kube automatically completes these tasks. For more info, see Scheduled Tasks.
The following scheduled task configurations show what a typical billing cycle could look like:
Monthly Posting: 25th of the month
Invoices: 1st of the month (due on the 1st of the month)
Payments: 1st of the month
Reset Hours/Credits/Coworking Passes & Add Future Bookings: 1st of the month
Late Fees: 5th of the month (3 days after due date)
Monthly Posting
Every month on the 25th, Kube adds charges from contracts to the Open Charges screen. If you set the task to run on the first day of the month, you can choose to post only the current month’s charges or the following month's charges. If you set the task to run on any other day of the month, Kube posts the following month’s charges. This task runs on the 25th of the month and cannot be changed.
Invoices
Every month on the day you select, Kube collects open charges set to automatically invoice and generates invoices that it sends to your companies. You can also set the invoice due date in this task and whether Kube ignores future-dated charges whose charge dates fall after the date selected in the Invoices task.
Payments
Every day, Kube takes automatic payments for invoices due that day (based on the invoice due date set in the Invoices scheduled task for automatically-generated invoices and on the invoice dates selected on manually-generating invoices) and for past due invoices. You can also select the schedule for additional automatic payment attempts, should a payment fail.
NOTES:
Kube takes a single payment for all of a company's invoiced, unpaid charges set to be paid.
Companies must have automatic payments enabled for Kube to take automatic payments. For more information, see Setting whether companies make automatic payments.
Reset Hours/Credits/Coworking Passes & Add Future Bookings
Every month, this scheduled task replenishes recurring member and company hours/credits and coworking passes based on monthly contracts and deducts any hours/credits used in future bookings. This task runs on the first of the month by default, but can be changed to a different day of the month. You cannot edit this task's date more than once.
Late Fees
Every day, Kube applies late fees to past due invoices (based on the invoice due date set in the Invoices scheduled task and how many days after the due date you choose late fees to apply). You can also select whether late fees only apply to the unpaid invoice balance and whether late fees apply to security deposits, setup fees, and taxes. You can also customize which companies pay late fees and when. For more information, see Setting whether a company is exempt from late fees and Setting company custom late fees.