Understanding Billing

Daily Maintenance

Every night at 3 am, local time for each facility,  daily maintenance will run to process status changes (freeze, thaw, terminate).

Daily Posting Dues

After Daily maintenance finishes the dues posting process will run for all facilities.

• Any contract with a next bill date on or before the current day will have its dues posted
• Errors can be thrown for various reasons

Daily Billing

After dues posting has finished, a billing operation is dispatched at each facility.

• When a customer is included in the billing operation, their entire Balance Due Now is billed

Customers will be included in billing for the following reasons:

• If the customer had dues posted, the customer will be billed
• If the customer had a declined payment X days ago (according to your facility setting), the customer will be billed

If “Automatic billing only includes customers with a Program, Membership, or Pass contract in effect” is toggled on in Billing Config, then only customers with an active contract will be included.

Fixed Sweep Billing

• If today is a sweep billing date, all customers with a Balance Due Now will be billed
• If you have plans with Contract (rolling) billing, those contracts will post dues and bill (dues and any other open invoices for that customer) on the customer’s billing date, even if it falls outside sweep dates.  Sweep dates apply in addition to their billing date.
• See Configure Fixed Sweep Billing

OR

Rolling Sweep Billing

• If a customer has a Balance Due Now, but has not been billed in X days (according to your facility settings), the customer will be billed
• See Configure Rolling Sweep Billing

Restrict Sweep Billing to active customers

• There is an optional setting to only perform sweep billing on customers that have an active contract in Organization & Facility Settings> Facility [Location]> Billing
• Billing Config> Automatic billing only includes customers with a Program, Membership, or Pass contract in effect (toggle)
• See Billing Config Step 4

Configure Dues Billing

Set up the billing days of dues for your facilities membership offerings.

There is also the option to enable a credit card surcharge on dues billed through a billing operation (it is not applied to dues paid within the facility on a terminal or upon initial signup).

This is facility specific and must be set up for each facility.

Billing Config

Navigate to Billing: Manage > Organization & Settings> Facility: [Location]> Billing

In Billing Config

1. Weekly Billing Day

• Any plans that are billed on a weekly basis will be billed on the week day set here

2. Monthly Billing Day

• Any plans that are billed on a monthly basis will be billed on the day of the month set here

3. Enable Credit Card Surcharge (optional)
   1. Set Surcharge product 
   2. Set Surcharge percentage
4. Only billing active contracts (optional)

• Concluded or terminated contract balances can still be manually billed through the billing area

Configure General

Sweep Billing charges customers with a Balance Due Now (including open, declined or past due) at an interval set by your facility. This minimizes balances on account from retail or programs as well as collects declined or past due balances once payment information is updated.

This is location specific and must be set up per location.

Sweep Billing Fixed Dates Mode

Runs balances on accounts for the selected fixed days.
All balances are run on the selected days.
If your facility primarily runs on a fixed billing date once a month this option works great.

Note: If “Automatic billing only includes customers with a Program, Membership, or Pass contract in effect” is toggled on in Billing Config, then only active contracts will be included in.

1. Sweep Billing Mode
   • Select Fixed Days of Month
2. Fixed Sweep Days of Month (optional)
   • Select the days that you want sweep billing to run
3. Retry declined dues billing after X days (optional)
   • Set the number of days to wait before retrying any declined charges of the previous billing operation
4. Only bill customers with an active contract (optional)
   • If toggle is off then all past due balances would be billed on sweep billing dates and monthly or weekly billing dates 
   • If toggle is on past due balances are only attempted if they have an active or frozen contract
     1. Concluded or terminated balances can still be manually billed through the billing area
     2. Use Case: If a facility does not write off balances then this toggle would potentially be of use. Payment processors charge a fee for every payment attempt regardless of if it is approved or declined.

Sweep Billing Rolling Dates Mode

Runs balances on accounts for the selected interval.
Customers are on their own rolling billing schedule, so not all customers are included in the billing operation. Only the customers who are on that specific rolling interval.

If your facility has primarily rolling membership dues then rolling sweep billing would be the best choice.

1. Sweep Billing Mode
   • Rolling
2. Fixed Sweep Days of Month
   • Select the number of days to wait between sweep billings
3. Retry declined dues billing after X days (optional)
   • Set the number of days to wait before retrying any declined charges of the previous billing operation
4. Only billing active contracts (optional)
   • Concluded or terminated balances can still be manually billed through the billing area

Reports

By setting up some automated emailed reports you can reduce billing errors/ failures.

Setup the following reports to be auto emailed to a specific email or multiple emails:

Pre Billing Emails

• Duplicate Contracts
• Recurring Dues and No Payment Method

Post Billing Emails

• Dues Posting Errors
• Failed Billing Events