Manage billing

Use billing data tables to view, manage, and maintain all subscription billing information.

A segment is a filtered view of a data set. To view filters that are applied to a segment: at the top of a billing table, click Filter icon.

By default, billing data is organized into five segments:

  • Active subscriptions: Contains active subscriptions ( status is in Active ; order type is in subscription-order ).
  • Canceled subscriptions: Contains canceled subscriptions ( status is in canceled , churned ; order type is in subscription-order ).
  • Paid invoice: Contains paid invoices ( status is in paid ).
  • Refunded invoices: Contains refunded invoices ( status is in refunded ).
  • Unpaid invoices: Contains credit transactions ( status is in unpaid , past-due , partially-paid ).

To add or manage segments, or to apply or edit filters on a segment, see Segments.

Terms

  • Subscription: A customer enters a subscription when they agree to, or buy, a product that is part of a subscription plan. For more information, see Subscription .
  • Invoice: An invoice is a commercial document issued by a merchant to a customer that relates to a sale transaction. It defines the products, quantities, and agreed prices for products or services the merchant is providing the customer. For more information, see Invoice . Subscriptions have reoccurring invoices.
  • Invoice item: Refers to a line on an invoice, which may contain information about the product, quantities, duration, and prices.
  • Issue date: Date on which the invoice is sent to the buyer to notify them that a payment is due.
  • Renewal date: The date on which an invoiced payment is due on a subscription. By default, this is one hour after issue date and time.

For information on the invoice lifecycle and statuses, see Invoice lifecycle.

Billing interactions

This section describes all interactions that are available in billing data tables.

Add notes, attachments, or tags to a billing transaction

Use this process to add information to a billing activity, or to tag a colleague or Rebilly support to get their input or help.

The Timeline section provides a detailed record of all billing related activities between you and your customer. To interact with an activity, view more information or take further action, click the event item or key.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. In the Timeline section, select from the following:
    • Tag an email address or Rebilly support:
      1. In the text input field, click Tag a user or support icon .
      2. In the dropdown, select a user or Rebilly support, then press Return or Enter on your keyboard.
    • Add an attachment:
      1. In the text input field, click Attachment icon , select a file, then click Open or Attach .
      2. Enter a message, and press Return or Enter on your keyboard.
    • Add a link to a customer or transaction:
      1. In the text input field, click Link a customer or transaction icon , in the dropdown, select Customers or Transactions .
      2. Select a transaction or customer, then press Return or Enter on your keyboard.
    • Add a note:
      1. Click in the text input field and write a message.
      2. Press Return or Enter on your keyboard.

Cancel a subscription order

Use this process to cancel a subscription order.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions , Paid invoice , or Unpaid invoices .
  3. In the Id or Invoice number column, click a subscription.
  4. On the right of the screen, in the Order details section, click Cancel order .
  5. Complete the form, then click Cancel order .

Create a pause, edit a pause, or resume a paused subscription order

Use this process to create and edit a pause on a subscription order, and to cancel a pause and resume the subscription order.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions , Paid invoice , or Unpaid invoices .
  3. In the Id or Invoice number column, click a subscription.
  4. Select one of the following:
    • Create pause: In the Order details section,Click Pause order , complete the form, then click Pause .
    • Edit a pause: On a paused order, in the Order details section, click Edit pause .
    • Resume a pause: On a paused order, in the Order details section, click Cancel pause .
    • Resume a paused subscription order: On a paused order, in the Order details section, click Cancel pause .

Download or email an invoice

Use this process to download an invoice or to email the invoice to the customer.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Select one of the following segments: Active subscriptions , Canceled subscriptions , Paid invoice , Refunded invoices , or Unpaid invoices .
  3. In the Id or Invoice number column, click a number.
  4. At the bottom of the invoice, click Download invoice or email invoice .

Edit a subscription order

Use this process to edit a subscription order.

When you add or remove items from an invoice, the items are added to the next upcoming invoice. To immediately bill for changed items, see Issue interim invoice.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions or Unpaid invoices .
  3. In the Id or Invoice number column, click a subscription.
  4. On the invoice, select from the following:
    • Edit billing information:
      1. Beside Billed to , click Edit icon .
      2. Update the information, then click Save .
    • Edit delivery information:
      1. Beside Delivered to , click Edit icon .
      2. Update the information, then click Save .
    • Edit the purchase order number:
      1. Beside PO number , click Edit icon .
      2. Edit the number, then click tick icon .
    • Edit or add tax information:
      1. Beside Taxes , click Edit icon .
      2. Complete the form, then click Save . For more information, see Taxes .
    • Edit shipping costs:
      1. Beside Taxes , click Edit icon .
      2. Select Manual , enter an amount, then click Save . By default, shipping costs are calculated automatically in Rebilly. For more information, see Shipping .
    • Edit the autopay schedule:
      Use the autopay schedule to set multiple retries for subscriptions that fail to bill successfully, and define whether to cancel the subscription after the last attempt.
      1. Under Autopay schedule , click the link.
      2. Complete the form, then click Update autopay .
    • Edit order items:
      1. Under Description , click Edit items Edit icon .
      2. Edit the form, then click Change items .
    • Add new order items:
      1. Under the order items, click + Add order item .
      2. Add a product and pricing plan, then click Change items .

Edit an invoice

Use this process to manually add, update, or delete an invoice item from an unpaid invoice.

Note

To edit an item on a subscription order, see Edit a subscription order.

  1. Log in to Rebilly.
  2. In the left navigation bar, click Data tables icon .
  3. Click Billing , Unpaid invoices , then select an invoice.
  4. Select one of the following:
    • Edit an item:
      1. On the right of the item, click Edit item icon .
      2. Update the item, then click Update invoice item.
    • Delete an item: On the right of the item, click Delete item icon .
    • Add a new item:
      1. Under Description , at the end of the items list, click Add item +
      2. Enter the item details, then click Add invoice item .

Edit a credit memo

Use this process to manually add, update, or delete a line item or other information in a credit memo.

  1. Log in to Rebilly.
  2. In the left navigation bar, click Data tables icon .
  3. Click Billing , Credit memos , then select a credit memo.
  4. Select one of the following:
    • Edit an item:
      1. On the right of the item, click Edit item icon .
      2. Update the item, then click Update item.
    • Delete an item: On the right of the item, click Delete item icon .
    • Add a new item:
      1. Under Description , at the end of the items list, click Add item +
      2. Enter the item details, then click Add item .

Allocate a credit memo to an invoice

Use this process to allocate an amount of a credit memo to an unpaid invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, click Data tables icon .
  3. Click Billing , Unpaid invoices , then select an invoice.
  4. In the right of the screen, click Apply Credit Memo .
  5. Select a credit memo and enter the amount, then click Apply Credit Memo .

Void a credit memo

Use this process to void a credit memo. This makes the credit memo immutable and unable to pay any invoice.

  1. Log in to Rebilly.
  2. In the left navigation bar, click Data tables icon .
  3. Click Billing , Credit memos , then select a credit memo.
  4. Click Void , then click Void in the popup window to confirm.

Edit order details or reactivate a subscription order

Use this process edit order details change the cancelation reason on a canceled subscription.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Canceled subscriptions or Refunded invoices .
  3. In the Id or Invoice number column, click a subscription.
  4. Select from the following:
    • Edit order details:
      1. In the top right of the screen, in the Order details section, click Edit .
      2. To enable or disable autopay: select or clear the Autopay checkbox.
      3. Select a cancelation reason, enter a description, then click Save .
    • Reactivate an order:
      1. In the top right of the screen, in the Order details section, click Reactivate order .
      2. Enter a description, and a new renewal time, the click Reactivate .

Enable or disable autopay

Use this process to enable or disable the autopay feature on a subscription order. If autopay is enabled, the payment is retrieved from the customer on the renewal date. If this feature is disabled, you must process the payment manually.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Select one of the following segments: Active subscriptions , Canceled subscriptions , Paid invoice , Refunded invoices , or Unpaid invoices .
  3. In the Id or Invoice number column, click a number.
  4. In the top right of the screen, click Edit .
  5. Select an option:
    • Enable autopay: Select the Autopay checkbox.
    • Disable autopay: Clear the Autopay checkbox.

Create or edit an autopay schedule

Use the autopay schedule to set multiple retries for subscriptions that fail to bill successfully, and define whether to cancel the subscription after the last attempt.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions , Paid invoices , or Unpaid invoices .
  3. In the Id or Invoice number column, click a subscription.
  4. Under Autopay schedule , click the link.
  5. Complete the form, then click Update autopay .

Extend a trial period for a customer

Use this process to extend a trail period for a customer. Configure trial periods in Pricing plans.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions , then locate the trial.
  3. In the Id column, click the subscription number.
  4. In the Order details section, click Change end time.

Export billing table data as a CSV file

Use this process to export data that is contained in a data tables segment to a CSV file.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Select one of the following segments: Active subscriptions , Canceled subscriptions , Paid invoice , Refunded invoices , or Unpaid invoices .
  3. In the top right of the screen, click Export , then click Export as CSV . When the reported is generated, a notification is displayed in the left navigation bar.
  4. In the left navigation bar, click Notifications icon , then click the file to download.

Generate a payment link for an unpaid invoice

Use this process to share a payment link for an unpaid invoice with the customer.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Unpaid invoices .
  3. In the Invoice number column, click an invoice.
  4. Click Invoice link , then click Copy URL .
  5. Share this URL with the customer.

Issue an interim invoice

Use this process to issue an interim invoice to the user.

When you add or remove items from an invoice, the items are added to the next upcoming invoice. Use this process to bill for changed items immediately.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions or Paid invoices .
  3. In the Id or Invoice number column, click a subscription.
  4. In the left of the screen, in the Order details section, click Issue an interim invoice .
  5. Complete the form, then click Issue .

Issue an invoice early

Use this process to issue an invoice early to receive early payment.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions .
  3. In the Id column, click a subscription ID.
  4. At the bottom of the upcoming invoice, click Early pay .
  5. Select from the following:
    • To issue the invoice with the existing due date and time, select Leave original due date .
    • To issue the invoice with the current date and time, select Change due time to now .
    • To issue the invoice with a future or past date and time, select Change due time to .
  6. Complete the form, then click Issue .

Issue a refund

Use this process to fully refund or partially refund a paid invoice to the customer.

When you refund an invoice, the corresponding original transaction status changes from completed to partially-refunded, refunded, or voided. The invoice status is also changed to partially-refunded or refunded. The invoice status is displayed on the invoice, in Data tables, and in the Timeline section.

Note

If you issue a refund before funds are withdrawn from a customers account, the original transaction status will be set to: voided.

  1. In the left navigation bar, click Data tables icon .
  2. Click Billing , then click Paid invoices .
  3. Select a paid or partially paid invoice.
  4. Click Refund .
  5. Enter the refund amount, then click Refund . If the invoice is not fully refunded, the status is partially-refunded .

Redeem a coupon

Use this process to apply a coupon to an active subscription. For more information, see Coupons & discounts.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions .
  3. In the Id column, click a subscription ID.
  4. In the right of the screen, click Action icon , then click Coupons .
  5. Select a coupon, then click Redeem .

Update a subscription renewal date

Use this process to update the subscription renewal date of Active, paid, or unpaid subscription.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Active subscriptions , Paid invoices , or Upaid invoices .
  3. In the Id or Invoice number column, click a number.
  4. In the right of the screen, click Action icon , then click Update renewal .
  5. Complete the form, then click Update .

View billing activity

Use this process to view a customers billing activity. The timeline displays activity by date and time.

  1. In the left navigation bar, click Data tables icon , then click Payments .
  2. Select one of the following segments: Credits , Disputes , Sales , or Voids and refunds .
  3. In the Timeline section, on a billing activity, click Expand icon .

View invoice time shift

Invoice time shift is used to adjust or change the invoice issue date of a recurring subscription order.

note

To configure invoice time shift, you must create a recurring subscription order, which uses a pricing plan that has the Has issued time shift or Has due time shift checkbox selected. For more information, see Invoice time and due time shift.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Paid invoices , or Unpaid invoices .
  3. On the right of the screen, in the Order details section, invoice time shift is displayed.

View subscription order risk analysis

Use this process to view subscription order risk analysis information.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Select one of the following segments: Active subscriptions , Canceled subscriptions , Paid invoice , Refunded invoices , or Unpaid invoices .
  3. In the Id or Invoice number column, click a number.
  4. In Risk Analysis , view the risk information.

View previous invoices

Use this process to view previous invoices.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Select one of the following segments: Active subscriptions , Canceled subscriptions , Paid invoice , Refunded invoices , or Unpaid invoices .
  3. In the Id or Invoice number column, click a number. In the Invoices for this order section, previous invoices are displayed.
  4. To view an invoice, click an invoice number.

Void, abandon, reissue, collect payment, or register a payment

Use this process, on an unpaid and past due invoice, to: void, abandon, reissue, collect payment, or register a payment that was processed outside Rebilly.

  1. In the left navigation bar, click Data tables icon , then click Billing .
  2. Click Unpaid invoices .
  3. In the Invoice number column, click an invoice.
  4. At the bottom of the invoice, select from the following:
    • To void an invoice: click Void .
    • To abandon an invoice: click Abandon .
    • To reissue an invoice: click Reissue .
    • To collect or register a payment:
      1. Click Pay invoice , enter the amount, then select a payment option:
        • Process with payment instrument : Choose this option to use the process the payment with the customers default payment instrument.
        • Process outside Rebilly : Choose this option to register a payment that was processed outside the Rebilly product.
        • Pay with Rebilly hosted payment form : Choose this option to generate a hosted payment form URL to share with the customer.
      2. Click Submit .

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