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Billing on a contact record

Updated
The Goal: Use a contact’s Billing tab to check their balance, look through their transaction history, add billing notes, and create invoices, payments, write-offs or refunds.
Before You Begin:
  • Open the contact’s record. Billing information is spread across three tabs: Overview (the Billing summary cards), Billing Setup (balance, credits, billing notes and scheduled billing) and Billing (transaction history).
  • Individuals and organizations each have their own billing history. Make sure you’re on the right record.

Check the contact’s balance

If the contact owes money, the amount shows on the Billing tab label. You’ll also find it on the Balance card in the Billing section of the Overview tab (with voluntary and credit amounts underneath), and under Summary on the Billing Setup tab.

Contact Overview tab with the Balance card in the Billing section and the balance on the Billing tab label boxed; the email address is masked

View transaction history

  1. Click the Billing tab. Every invoice, payment, credit and write-off for the contact is listed. From here you can click Enter check/payment, or use a transaction’s actions menu to pay, email or download it.
  2. To find older transactions, click the filter icon. In Contacts Billing History - Customize Results, clear Show last 18 months and set a Transaction Date range, then click Done.
    Contacts Billing History - Customize Results window with the Transaction Date range and the Show last 18 months check-box boxed

Add a billing note

Billing notes are shown to staff on the contact’s Billing Setup tab.

  1. Click the Billing Setup tab (or click View/update on the Billing Notes card on the Overview tab).
  2. In Billing Notes, click the add icon.
    Billing Setup tab with the Billing Notes section heading and its add icon boxed
  3. Enter a Subject and the note. Type is already set to Billing Note. Optionally select Create Follow Up Reminder or attach files.
  4. Click Done.

Create a transaction

To… See
Bill the contact Create a Single Invoice
Record a payment Accept and view payments
Clear a balance you won’t collect (no money received) Create a Write Off
Return money already collected Refund a payment
Give credit toward a future invoice Credit memos: create, apply and view
Common Pitfalls
  • Transaction missing: it may be outside the date range. In the filter, clear Show last 18 months and widen the Transaction Date range.
  • Write-off vs. refund: a write-off clears a balance with no money received; a refund returns money you already collected.
  • Wrong record: an individual’s and their organization’s billing are separate.

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