What this does: Explains what Best Practice Mode (BP Mode) changes in billing, and what you must do before GrowthZone can turn it on for your account.
Applies to: GrowthZone associations considering BP Mode. GrowthZone staff turn it on for you. You need staff access to the Finance rail, Billing section.
Before you start: Know that BP Mode can't be turned off once it is on, and that you can't disconnect GrowthZone from QuickBooks Online without help from GrowthZone Support.
Time needed: 15 minutes to read. Allow time to meet the prerequisites before you ask for it.
What BP Mode Changes
- QuickBooks Online Integration: BP Mode must be enabled to integrate with QuickBooks Online.
- Run Upcoming Billing: Cannot be enabled until at least one accounting period has been closed. See Closing Accounting Periods.
- Fee Items: Most fee item settings cannot be changed once created. To update, create a new fee item (you can copy an existing one). See Copy a Fee Item.
- Edit Invoices: Invoices cannot be directly edited or deleted — use the Edit Invoice function instead. The corrected invoice will carry the original number followed by -C. Members are automatically redirected to the corrected invoice. See Edit an Invoice (BP Mode).
- Transaction Deletion: Only the Void option is available; delete is not permitted.
Enable BP Mode – Prerequisites
- Enable Closed Periods: Go to Finance, Administrative section, click Billing Settings and select General Billing Settings. Set Accounting Security Level to Closed Period Enabled.
- Close an Accounting Period: You must have at least one closed period before enabling BP Mode. See Closing Accounting Periods for instructions.
- Once the steps above are complete, contact GrowthZone staff to enable BP Mode for your account.
Standard mode vs. BP Mode: what you can do with a transaction
Before You Begin:
- Enabling Best Practice Mode is a requirement if you are using the QuickBooks Online (QBO) integration.
- Different actions are allowed in GrowthZone depending on whether BP Mode is enabled or disabled.
Comparison: Standard Mode vs. Best Practice Mode
| Area | Without BP Mode | With BP Mode (required for QBO) |
|---|---|---|
| Fee Items | Can make changes | Cannot make changes. Instead: deactivate the old fee item, create a new fee item, and map the new fee item to QBO (go to Settings, Integrations, QBO, Fee Items). |
| Invoices | Can apply payments | Can apply payments |
| Can be written off | Can be written off | |
| Can be edited/delete (dependent on accounting practices under Finance > General Settings) | Can only be edited under Edit Invoice (invoice number changes to a #-C). Cannot delete transactions. Instead: void and create a new invoice, or edit the invoice as noted. | |
| Payments | Can create a refund; OR | Can create a refund; OR |
| Can unapply a payment (if paid by credit card) and apply it to another invoice on the same record. If for an organization, it can be applied to related contact invoices. | Unapplied payment is visible on the Billing tab as an available credit, and in the Finance rail, Billing section, All Payments — filter to Unapplied Overpayments. Can void and apply payment to the correct invoice. |
Common pitfalls
- Attempting to delete transactions in BP Mode: In Best Practice Mode, transactions cannot be deleted. Use the void-and-recreate workflow instead.
- Editing fee items in QBO with BP Mode: You must deactivate the old fee item and create a new one — changes to existing fee items are not allowed in BP Mode.
BP Mode: common pitfalls
Common Pitfalls
- Enabling BP Mode before closing a period: Run Upcoming Billing will be blocked until at least one period is closed. Don't enable BP Mode at go-live without completing this step first.
- Assuming fee items can be edited later: Once a fee item is created in BP Mode, most settings are locked. Plan your fee item structure before enabling.