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Run upcoming billing

Updated
The Goal: Review who’s due for recurring billing, generate their renewal invoices manually, and track the billing run until every invoice is ready to deliver.
Before You Begin:

Step 1: Review who will be billed

  1. Go to Finance, Billing section, click Upcoming Billing. The list shows every member with scheduled billing, filtered to the current month (the Month chip beside the filter icon). Members appear only if they have scheduled billing on their contact record.
    Upcoming Billing page under Finance > Billing, showing the full list of members with scheduled billing defaulted to the current month
  2. To change the month or narrow the list, click the filter icon. The Recurring Billing Filter window offers Month, Membership Types, Frequency, Fee Item Type and, under Miscellaneous Options, Has a payment profile assigned and Has no payment profile assigned. Click Done.
    Recurring Billing Filter window on the Upcoming Billing page with the Frequency and Fee Item Type fields and the Miscellaneous Options payment-profile check-boxes boxed
  3. Check the list. Only the invoices shown are created when you run billing.

IMPORTANT: Use Frequency, Fee Item Type and the payment-profile options with care. Some combinations, such as Fee Item Type of Membership Dues with Has a payment profile assigned, can leave voluntary fees “orphaned” and not invoiced. With Invoice Before Autopayment on, you don’t need to split autopay and non-autopay members at all.

Step 2: Run upcoming billing

  1. Click the arrow beside ADD BILLING and select Run Upcoming Billing. (This option appears only once a month is selected.)
    Top of the Upcoming Billing page under Finance > Billing, with the Month filter chip boxed and the arrow beside ADD BILLING open showing Run Upcoming Billing boxed
  2. Review the summary: Invoices to Create, Invoices to Email, Scheduled Billing Items, Value of Invoices and Next Bill Date Range. The window warns that payment profiles will be charged when invoices are generated; if you don’t want that in this run, go back and filter out members with a payment profile.
    Invoices to Create summary in the Run Upcoming Billing window, with the payment-profile charge warning and the summary fields boxed
  3. (Optional) Select Advanced Options to override settings for this run. (Not shown when Automated Scheduled Billing is on.)
    • Invoice Date: defaults to the next bill date.
    • Due Date and Invoice Terms: default to the term on General Billing Settings.
    • Invoice Template and Email Template.
    • Invoice Message: a custom message on the invoices.
    • Scheduled Payment Date: when autopay invoices are charged (defaults to the next bill date). Shown only when Invoice Before Autopayment is on.
  4. Click Run. Invoices are created immediately. Members with a payment profile are charged now, unless Invoice Before Autopayment is on or you changed the scheduled date.
  5. Deliver the invoices from Unsent Invoices. See Deliver invoices by email or print.

Which invoice template is used (first match wins):

  1. The membership type’s invoice template
  2. The good/service’s invoice template
  3. The default on General Billing Settings

Autopay charges: members get an automated receipt when a charge succeeds, or a charge-failed message if it doesn’t. GrowthZone retries a failed charge every 24 hours for five days.

Step 3: Track the billing run

  1. On Upcoming Billing, click the arrow next to Add billing and select Billing Runs. The Scheduled Billing Runs page shows each run’s % Completed and whether it has Completed.
    Upcoming Billing page with the arrow beside ADD BILLING open and Billing Runs boxed
  2. Check the run:
    • Start Date and Processor Type (User Initiated, or Automated with Automated Scheduled Billing).
    • Invoice to Create and Scheduled Billing to Run (all fee items on the invoices).
    • Scheduled Billings Started and Scheduled Billing Invoices created so far.
    • % Complete: when this reaches 100%, all invoices are ready to deliver.
Common Pitfalls
  • Billed the wrong month: the page always opens on the current month. Check the Month chip before running.
  • Members missing from the run: a filter was still applied. Only the members shown are invoiced.
  • Voluntary fees not invoiced: a Fee Item Type or Frequency filter combined with a payment-profile option orphaned them.
  • Cards charged the same day: Invoice Before Autopayment was off.
  • No Run Upcoming Billing option: select a month first.

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