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Create Invoices prior to Charging Stored Payment Profile

Updated
The Goal: Enable Invoice Before Autopayment so that members receive an invoice before their stored payment profile is charged, giving them time to verify funds, update their profile, or cancel autopay.

Before You Begin:

  • Staff access to Finance, Billing section, Settings page is required.
  • An invoice template with merge fields for scheduled payment info should be verified or customized before going live.

Microlearning Overview

Getting Started

  1. Go to Finance, Billing section, click Settings, and select General Billing Settings. Enable Invoice Before Autopayment.
    [INSERT SCREENSHOT: General Billing Settings page with Invoice Before Autopayment option highlighted]
  2. Verify your invoice template. A default template is provided that includes merge fields showing the scheduled payment date and amount. You may use or customize this template. NOTE: If an invoice does not have a scheduled payment, the merge fields will simply not populate — so one template works for both auto-charge and non-auto-charge invoices.
  3. To update the default invoice template, return to Finance, Billing section, click Settings, select General Billing Settings, and set your preferred default template.

How It Works

  1. If Automated Scheduled Billing is enabled, the system generates all invoices at 5:30 am daily for the next bill dates within your configured lead-time window. The lead time days are configured in General Billing Settings under Finance, Billing section, Settings.
  2. If Automated Scheduled Billing is not enabled, invoices for autopay members are also generated when you manually run upcoming billing.
  3. Generated invoices appear in Pending Delivery. Deliver them as usual. See Deliver Invoices Pending Delivery for instructions. Invoices will appear in Pending Delivery under Finance, Billing section.
  4. Members receive an invoice indicating it is scheduled to be paid automatically — no action is required on their part. On the next bill date, the stored payment profile is charged.

Edit a Payment Profile on an Advance Invoice

If a member contacts you before the charge date to update their profile, see Edit a Payment Profile on an Advance Invoice.

Invoice Scheduled to be Paid Report

  1. Click Reports in the left-hand rail.
  2. Select Invoice Scheduled to be Paid.
  3. Enter the desired filtering criteria, then click Run Report.

Common Pitfalls

  • Not enabling Invoice Before Autopayment before running upcoming billing: If this setting is not enabled, members' cards are charged the same day invoices are generated. Enable it first to give members advance notice.
  • New profile on an advanced invoice vs. recurring billing: Using "Edit Scheduled Payment" changes the profile only for that one invoice. To update future recurring charges, use Change a Recurring Schedule Stored Payment Profile.

 

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