Who uses billing
Billing is in the menu of a core facility, for owners, admins, and managers. Invoices, charge reports, and CSV exports are part of the Core plan.Core plan
An invoice is a statement for one payer: a project, or a paying account typed at booking. Its lines are sessions, late-cancellation and no-show fees, completed service requests, supplies used, and loans.
How a charge is worked out
A reservation keeps the rate, the price group, and the instrument's billing rules in force when it was booked, so later changes to rates never alter it.
| Rule | What it does | Where to set it |
|---|---|---|
| Actual or reserved time | Bill from check-in to check-out, or the reserved time. | Edit rules on the instrument |
| Round time up to | Time is rounded up to the step: 1 minute for a new instrument, or 5, 10, 15, 30, or 60 minutes, or the exact time. The booking form says which, for example "Billed by the minute, rounded up." | Edit rules, under Pricing rules |
| Charge at least (minutes) | A shorter session is billed for this many minutes. | Edit rules, under Pricing rules |
Amounts are worked out in whole cents, with one rounding. Instruments that existed before by-the-minute billing keep the rule they had.
Currency
Each workspace bills in one currency, chosen under Currency on the Billing screen with Save currency. Choose it before anything is priced: once a session, request, or invoice has a price in it, it is fixed. Every screen and email shows amounts in it.
Create the month’s invoices
- Open Billing. Under Create invoices, choose the Month.
- Choose Preview. You see one draft per payer, with its lines and subtotal, and anything that needs a look first. Nothing is saved yet.
- Read the warnings, then choose Create drafts.
A session belongs to the month it was checked out in, counted midnight to midnight in the workspace's time zone. Running the month again adds only what is not on an invoice yet; nothing is billed twice.
| Warning | What it means |
|---|---|
| Checked out automatically | Nobody checked out, so the session ended at its reserved end. It is billed. Check the usage first and correct it if needed. |
| Still in use | The session is past its reserved end and not checked out. It is not billed until someone checks out or a manager records the usage. |
| No billing email | Add a billing email to the draft before you finalize it, or the invoice cannot be emailed. |
| Adjustments included | Corrections to earlier invoices go on this payer’s draft, each naming the invoice and line it corrects. |
Review, finalize, and send
Open a draft from Invoices. On a draft you can use Edit details (bill to, billing email, notes, tax), Add a fee or credit, Remove a line, or Delete draft.
- Choose Finalize. The invoice gets its number, and its lines and totals can no longer change.
- Choose Email invoice, or Print or save PDF, or Download CSV.
- When it is paid, choose Mark paid.
A finalized invoice downloads as the same file every time, and each download is recorded. To cancel an unpaid invoice, choose Void and give a reason.
Correct an invoice that is already final
A finalized invoice is never edited. A correction is saved as an adjustment that names the line it corrects and goes on the payer's next invoice.
- Open the finalized invoice and choose Adjust next to the line.
- Enter the credit or extra charge and the reason, and choose Record adjustment.
A credit cannot take a line below zero. Waiting adjustments are listed under Pending adjustments on the Billing screen. To bill them now, choose Create adjustment statement; to drop one, choose Cancel adjustment and give a reason.
Export for your business office
Under Journal export, choose the Month and Download journal CSV. Each line of every invoice finalized in that month is charged to the payer's account and credited to the revenue account saved on the invoice. Voiding an invoice later does not rewrite a past month.