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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: In the top right of the table, click Filters .

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 when the invoice is sent to the buyer to notify them that a payment is due.
  • Renewal date: Date when 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 a default payment instrument to a subscription order

Use this process to add a default payment instrument to a subscription order. If autopay is active, this payment instrument is used to automatically pay the subscription renewal. For more information, see Activate autopay.

This feature enables customers to keep multiple payment methods on file, and to use them for auto-payment on separate orders. For example, a customer may have a large annual subscription that they want to put on their Mastercard and a smaller monthly subscription that they want to put on their Visa.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions
  3. In the ID column, click a subscription.
  4. In the top right of the screen, in the Order details section, click Edit.
  5. In the Default payment instrument dropdown, select a payment instrument.
  6. Click Save.

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.
  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.

Add notes, attachments, or tags to a billing activity

Use this process to add information to a billing activity, or to tag a colleague, or tag 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, then click Billing.

  2. Click any segment, such as: Active subscriptions, Canceled subscriptions, Paid invoice, Refunded invoices, or Unpaid invoices.

  3. In the Timeline section, select from the following:

    Tag an email address or Rebilly support
    1. In the text input field, click Tag user.
    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 Attach a file, select a file, then click Open or Attach.
    2. Enter a message, and press Return or Enter on your keyboard.
    Link a customer or transaction
    1. In the text input field, click Link to a customer or transaction, 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. In the text input field, enter a message.
    2. Press Return or Enter on your keyboard.

Abandon a pending order

Use this configuration to abandon an order and void related invoices if a customer does not activate the order.

Select from the following options:

Abandon pending orders

Use this configuration to abandon an order and void related invoices if a customer does not activate the order within a specific time frame.

A pending order is an order that was created by a customer, but not yet activated. The order is pending until the customer activates it by paying the first invoice. For more information, see Order status.

Select from the following options:

  • Automatically abandon pending orders based on a global Time To Live (TTL) setting, called Automatically abandon pending orders, in organization details — see Edit organizations.
  • Define the TTL of a pending order when placing an order on behalf of a customer, by configuring a specific abandon date — see Create an order.

Autopay

Autopay is process of automatically collecting payment from a customer on a subscription renewal date. If autopay is activated, the payment is retrieved from the customer on the renewal date using the default payment instrument that is set on the subscription. If a default payment instrument is not set on the subscription, or if it is inactive, the customer's default payment instrument is used to collect payment.

The autopay schedule sets multiple retries for subscription orders that fail to bill successfully, and specify whether to cancel the subscription after the last attempt.

Activate autopay

Use this process to activate or deactivate the autopay feature on a subscription order. If autopay is deactivated, you must process the payment manually.

  1. In the left navigation bar, click Data tables, 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 from the following:

    Activate autopay

    Select the Autopay checkbox.

    Deactivate autopay

    Clear the Autopay checkbox.

    Set a default payment instrument for autopay

    Select an instrument from the Default payment instrument dropdown.
    A default payment instrument takes precedence over the customer's primary payment

  6. Click Save.

Create an autopay schedule

Use this process to set, or edit, multiple retries for subscription orders that fail to bill successfully, and to specify whether to cancel the subscription after the last attempt.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Unpaid invoices, Paid invoices, or Refunded invoices.
  3. In the ID or Invoice number column, click a subscription.
  4. Under Autopay schedule, click the link.
  5. Click the date picker and specify when the next payment will be automatically collected.
  6. In the Retry attempts section, click Add attempt, and specify the schedule.
    To add more attempts, click Add attempt and specify the schedule.
  7. In the After each attempt section, select the Push renewal time forward checkbox.
    This moves the renewal time into the future after each retry attempt. If this option is not set, the next rebill may occur while still within the retry schedule of the current rebill.
  8. In the After the last attempt section, select an option:
    • Cancel subscription: Cancels the subscription after the last attempt.
    • Abandon invoice: Abandons the invoice after the last attempt.
  9. Click Update autopay.

Cancel a subscription order

Use this process to cancel a subscription order.

  1. In the left navigation bar, click Data tables, 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 subscription.

  5. In the Effective date section, select one of the following:

    Cancel at the next renewal date

    Select Cancel at the next renewal. The date of the next renewal is displayed in brackets.

    Cancel immediately

    Select Cancel now. Optionally, to provide the customer with credit for the remaining amount left on the subscription, select Add pro rate credit.

  6. In the Cancellation information section:

    1. Under Canceled by, to specify who canceled the order, select Customer or Merchant.
    2. In the Cancellation reason dropdown, select a reason for the cancellation.
    3. In the Description field, enter a description for the cancellation.
  7. Optionally, to notify the customer by email that their order is canceled, select the Send email to customer checkbox.

  8. Click Cancel subscription.

Change cancellation reason

Use this process to change the cancellation reason on a canceled subscription order.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Canceled subscriptions.
  3. In the ID column, click a subscription.
  4. In the top right of the screen, click Edit.
  5. In the Cancellation reason dropdown, select a reason for the cancellation.
  6. Optionally, to specify a description for the cancellation, in the Description field, enter a description.
  7. Click Save.

Manage subscription pauses

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, 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 a pause
    1. On the right of the screen, in the Order details section, click Pause subscription.
    2. 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.

Delinquency periods

This section describes how to add or manage delinquency periods on subscription orders.

A delinquency period is the length of time after which the subscription is canceled if an invoice it is not paid. Delinquency periods can be applied to a subscription order, or to an invoice.

When a subscription is canceled, the status of the order is set to canceled. For more information, see Subscription lifecycle.

Add or edit a delinquency period

Use this process to add a delinquency period to a subscription order or related invoice.

  1. In the left navigation bar, click Data tables, then click Billing.

  2. Click Active subscriptions, Paid invoice, or Unpaid invoices.

  3. In the ID column, click a subscription.

  4. In the top right of the screen, in the Order details section, click Edit.

  5. Select from the following:

    Add a delinquency period
    1. Select the Activate delinquency period checkbox.
    2. Specify the length of time after which the subscription is canceled if it is not paid.
    3. Click Save.
    Edit a delinquency period
    1. Edit the length of time after which the subscription is canceled if it is not paid.
    2. Click Save.

Add or edit delinquency period on an unpaid invoice

Use this process to add, or edit, a delinquency period on an unpaid invoice.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Unpaid invoices.
  3. In the ID column, click an invoice.
  4. In the top right of the invoice, in the Delinquency date field, specify the length of time after which the order is canceled if the invoice not paid.

View the delinquency period of a subscription order

Use this process to view the delinquency period on a subscription order invoice.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions, Paid invoice, or Unpaid invoices.
  3. In the ID column, click a subscription.
    In the top left of the invoice, Delinquency period is displayed.

View all invoices by delinquency period

Use this process to view and filter all invoices by delinquency period in a data table.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions, Paid invoice, or Unpaid invoices.
  3. In the top right of the table, click Edit columns.
  4. In the search field, enter delinquency or delinquent, then select from the following fields to add to the data table:
    • Delinquency period: Length of time that is added to the due time of the order when setting the delinquency time for all related invoices.
    • Initial invoice delinquency time: Amount of the delinquency period that expired before the initial invoice was paid.
    • Initial invoice delinquent collection period: Length of time, in days, between when the initial invoice is due and when is it paid.
    • Recent invoice delinquency time: Amount of the delinquency period that expired before a recent invoice was paid.
    • Recent invoice delinquent collection period: Length of time, in days, between when the recent invoice is due and when is it paid.
    • Upcoming invoice delinquency time: Amount of the delinquency period that has expired before the upcoming invoice is paid.
    • Upcoming invoice delinquent collection period: Length of time, in days, between when the upcoming invoice is due and when is it paid.
  5. Optionally, to save the filtered data to the active segment:
    1. In the top right of the table, click Filters .
    2. Click Save.
  6. Optionally, to save the filtered data to the active segment: In the left of the screen, beneath the filters, click Save.
  7. Optionally, to customize how data is displayed in the data table, see Customize tables.

Filter invoices by delinquency time and collection period

Use this process to filter invoices by delinquency period and time in a data table.

  1. In the left navigation bar, click Data tables, then click Billing.

  2. Click Unpaid invoices, Paid invoice, or Refunded invoices.

  3. In the top right of the table, click Filters .

  4. Select from the following:

    Filter invoices by delinquency time

    This process to filter invoices by the length of time that they were abandoned before being paid.

    1. In the search field, enter Delinquency time.
    2. In the next dropdown, select one of the following:
      • Is relative: Filter invoices by a relative time frame. For example, from 1 week ago until now.
      • Is absolute: Filter invoices by a specific time frame. For example, from 1/1/2021 until 1/1/2022.
      • Is empty: Filter invoices based not having a delinquency time.
      • Is not empty: Filter invoices based on having a delinquency time.
    3. Click Apply filter, or Apply filters.
    Filter invoices by delinquent collection period

    This process to filters invoices by the length of time between when the invoice is due and when is it paid.

    1. In the search field, enter Delinquent collection period.
    2. In the next dropdown, select one of the following:
      • Equals: Filter invoices by a specific delinquent collection period length. For example, 5 days.
      • Is between: Filter invoices by a delinquent collection period length that is between two values. For example, between 5 and 10 days.
      • Greater or equal to: Filter invoices based on having a delinquent collection period that is greater than or equal to a specific length. For example, greater than or equal to 5 days.
      • Lesser or equal to: Filter invoices based on having a delinquent collection period that is lesser than or equal to a specific length. For example, lesser than or equal to 5 days.
    3. Click Apply filter, or Apply filters.
  5. Optionally, to save the filtered data to the active segment: In the left of the screen, beneath the filters, click Save.

  6. Optionally, to create a new segment based on the filtered data:

    1. In the left of the screen, beneath the filters, click Save segment as.
    2. Enter a name for the new segment, and then click Save.
  7. Optionally, to customize how data is displayed in the data table, see Customize tables.

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, then click Billing.

  2. Select one of the following segments: 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, select from the following:

    Download invoice

    Use this process to download the invoice in PDF format.

    At the bottom of the invoice, click Download invoice.

    Email invoice

    Use this process to email the invoice to the customer. Optionally, you can configure the invoice to include a link to pay the invoice online.

    1. At the bottom of the invoice, click Download invoice.
    2. In the From dropdown, select an email address to send the invoice from.
    3. Optionally, in the Cc field, enter an email address to send a copy of the invoice to.
    4. Optionally, in the Bcc field, enter an email address to send a blind copy of the invoice to.
    5. In the Subject field, enter a subject for the email.
    6. Optionally, to attach a PDF of the invoice to the email, select the Attach invoice checkbox.
    7. Optionally, to include a link to pay the invoice online, select the Include payment form link checkbox.
    8. Click Send.

Edit a subscription order

Use this process to edit an active 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, then click Billing.

  2. Click Active subscriptions.

  3. In the ID column, click a subscription.

  4. Select from the following:

    Edit subscription items
    1. Under the subscription items, click Edit items .

    2. Locate the order item that you want to change, then select from the following:

      • To remove the item from the order, click .

      • To select a different product, in the Product dropdown, select a product.

      • To select a different pricing plan: In the Plan section, click Change plan, then select a plan.

      • To change the quantity, in the Quantity field, enter a new quantity.

      • To edit the pricing plan, in the Plan section, click Edit plan, then select from the following:

        Edit plan information
        1. Click Plan info.

        2. In the Name field, enter a name to display on receipts and invoices.

        3. In the Currency dropdown, enter the currency to use for this order.

        4. Under Type, select one of the following:

          • To change the plan to a trial only plan: Select Trial only.
          • To change the plan to recurring plan: Select Subscription.
          • Change the plan to a non-recurring order: Select One-time.
        Edit pricing

        Use this option to configure custom pricing for this order.

        1. Click Pricing.
        2. In the Pricing formula dropdown, select a custom pricing formula. For more information, see Pricing formulas.
        3. In the Price field, enter a edit the price.
        Edit recurring settings

        Use this option to configure a custom recurring period for this order.

        This option is only available for recurring plans.

        1. Click Recurring.

        2. Under Reoccurs, select one of the following:

          • Specify that the plan reoccurs until canceled by you or the customer: Select Reoccurs until canceled.
          • Specify that the plan reoccurs for a specific number of times: Select Limited to, then enter the number of times.
        3. In the Recurring period section, specify how often the plan reoccurs.

        Edit metered billing

        Use this option to configure custom metered billing based on usage for this order.

        This option is only available for metered billing plans that are billed in arrears (postpaid). To activate metered billing, enable postpaid settings: Click Billing timing, then select Postpaid.

        1. Click Activate metered billing.
        2. In the Metered billing strategy dropdown, select on of the following:
        • Accumulate the usage and report the total: select Sum of reported usage.
        • Report every usage: Select this strategy to Last reported usage.
        1. In the Minimum quality field, enter the minimum quantity to charge at the end of a service period regardless of reported usage.
        2. In the Maximum quality field, enter the maximum quantity to charge at the end of a service period regardless of reported usage.
        Edit billing timing

        Use this option to configure custom billing timing for this order.

        1. Select one of the following:

          • Specify that payments must be paid in advance: Select Prepaid.
          • Specify that payments must be paid at the end of the billing cycle: Select Postpaid.
        2. In the Service period anchor section, to set date when the service period renews, select Activate service anchor shift and specify a date.
          The start date and service period anchor date determine when the service period starts and ends.

        3. In the Timing section, to set the date when the invoice is issued and when payment is due, select from the following:

          • Specify when the invoice is issued: Select Activate issued time shift: and specify when to issue the invoice in relation to the service period anchor date.
          • Specify when the invoice is due: Select Activate due time shift and specify when the invoice is due in relation to the date when the invoice is issued.
        Edit trial and setup settings

        Use this option to edit the trial and setup settings for this order.

        1. Click Trial and setup.
        2. In the Trial section, to configure a custom trial period, select Activate trial, then specify the trial period length and total price. For a free trial, in the Trial price field, enter 0.
        3. In the Setup section, to configure a custom setup fee, select Activate setup, then specify the setup fee amount.
    3. When you have finished editing the subscription, at the bottom right of the page, click Change items.

    Edit subscription details
    1. On the right of an invoice item, such as: Billed to, Delivered to, or PO number, click .
    2. Edit or add information, then click Save.
    Add items to the subscription
    1. Under the subscription items that are included in the order, click Add items.
    2. In the Product dropdown, select a product.
    3. In the Plan dropdown, select a pricing plan.
    Edit shipping costs
    1. On the right of Shipping, click .
    2. Select Manual, enter an amount, then click Save. By default, shipping costs are calculated automatically in Rebilly. For more information, see Shipping.
    Activate or deactivate autopay and delinquency period

    Autopay schedules multiple retries for subscriptions that fail to bill successfully, and defines whether to cancel the subscription after the last attempt. For more information, see Create an autopay schedule. or point to same process?

    The delinquency period is the length of time after which the subscription is canceled if it is not paid.

    1. In the top right of the screen, to the right of Order details, click Edit.
    2. To activate autopay, select the Autopay checkbox. To deactivate, clear the checkbox.
    3. Optionally, to specify the length of time after which the subscription is canceled if it is not paid:
      1. Select the Activate delinquency period checkbox.
      2. Specify the length of time after which the subscription is canceled if it is not paid.
    4. Optionally, if one or more payment instruments have been used by the customer, to set a default payment instrument for autopay: select an instrument from the Default payment instrument dropdown.
    5. Click Save.
    Edit renewal date
    1. In right of the screen, in the Order details section, click Update renewal.
    2. Select from the following:
      • To change the renewal date of the subscription to now, select Now.
      • To change the renewal date of the subscription to a specific date, select Specific date.
    Cancel the subscription
    1. In the right of the screen, in the Order details section, click Cancel subscription.
    2. In the Effective date section, select one of the following:
      • To cancel the subscription at the next renewal date, select Next renewal. The date of the next renewal is displayed in brackets.
      • To cancel the subscription immediately, select Cancel now.
        Optionally, to provide the customer with credit for the remaining amount left on the subscription, select Add pro rate credit.
    3. In the Cancellation information section, specify who canceled the subscription, and provide a reason and description for the cancellation.
    4. Optionally, to notify the customer by email that their order is canceled, select the Send email to customer checkbox.
    5. Click Cancel subscription.
    Pause the subscription
    1. In the right of the screen, in the Order details section, click Pause subscription.
    2. In the Effective date section, select one of the following:
      • To pause the subscription immediately, select Now.
      • To pause the subscription on a specific date, select On specific date.
    3. In the End time section, select one of the following:
      • To pause the subscription until a specific date, select Specific date, then specify the end date.
      • To pause the subscription indefinitely, select Indefinitely.
    4. In the Pause information section, specify who paused the subscription, and provide a description for the pause.
    Edit a subscription pause
    1. In the right of the screen, in the Order details section, click Edit pause.
    2. In the Effective date section, select one of the following:
      • To pause the subscription immediately, select Now.
      • To pause the subscription from a specific date, select On specific date.
    3. In the End time section, select one of the following:
      • To pause the subscription indefinitely, select Indefinitely.
      • To pause the subscription until a specific date, select Specific date, then specify the end date.
    4. In the Pause information section, specify who paused the subscription, and provide a description for the pause.
    5. Click Edit pause.
    Resume a paused subscription
    1. In the right of the screen, in the Order details section, click Cancel pause.
    2. Click Cancel now.
    Redeem coupons on the subscription
    1. In the right of the screen, in the Order details section, click Redeem coupon.
    2. In the dropdown, select one or more coupons.
    3. Optionally, to notify the customer by email that coupons were redeemed, select the Send email to customer checkbox.
    4. Click Redeem.
    Pay the invoice early

    This process describes how to issue upcoming subscription invoice now so that it can be paid before it is due.

    1. At the bottom of the invoice, click Pay early.
    2. To specify when the due time will be after paying early, select from the following:
      • To retain the original due date, select Leave original due time.
      • To change the due time to now, select Change due time to now.
      • To change the due date to a specific date, select Change due time, then specify the date.
    3. Click Issue.
    Add notes, attachments, or tags
    1. Scroll down to the Timeline section.

    2. Select from the following:

      Tag an email address or Rebilly support
      1. In the text input field, click Tag user.
      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 Attach a file, select a file, then click Open or Attach.
      2. Enter a message, and press Return or Enter on your keyboard.
      Link a customer or transaction
      1. In the text input field, click Link to a customer or transaction, 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. In the text input field, enter a message.
      2. Press Return or Enter on your keyboard.

Edit an invoice

Use this process to manually edit the details of an unpaid invoice.

Note

To edit a subscription order, see Edit a subscription order.

  1. Log in to Rebilly.

  2. In the left navigation bar, click Data tables.

  3. Click Billing, Unpaid invoices, then select an invoice.

  4. Select from the following:

    Edit invoice details
    1. On the right of an invoice item, such as: Billed to, Delivered to, PO number, or Tax ID number, click .
    2. Edit or add information, then click Save.
    Edit an item
    1. On the right of the item, click .
    2. Update the item, then click Update invoice item.
    Edit or add tax information
    1. On the right of Taxes, click .
    2. Complete the form, then click Save. For more information, see Taxes.
    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.
    Delete an item

    On the right of the item, click .

    Add a note
    1. In the Notes section, click .
    2. Enter a note, then click .
    Edit autopay schedule

    For more information, see Create an autopay schedule.

    1. Under Autopay schedule, click the link.
    2. Click the date picker and specify when the next payment will be automatically collected.
    3. In the Retry attempts section, click Add attempt, and specify the schedule.
      To add more attempts, click Add attempt and specify the schedule.
    4. In the After each attempt section, select the Push renewal time forward checkbox.
      This moves the renewal time into the future after each retry attempt. If this option is not set, the next rebill may occur while still within the retry schedule of the current rebill.
    5. In the After the last attempt section, select an option:
    • Cancel subscription: Cancels the subscription after the last attempt.
    • Abandon invoice: Abandons the invoice after the last attempt.
    1. Click Update autopay.
    Pay the invoice
    1. At the bottom of the invoice, click Pay invoice.
    2. In the Amount field, enter the amount to pay.
    3. Select from the following:
      • To pay using the customer's payment instrument, select Process with payment instrument.
      • To mark the invoice as paid outside out Rebilly, select Paid outside of Rebilly.
        If you select this option you must provide a payment method, and the time and date of the payment.
      • To pay the invoice using a hosted payment form, select Pay with Rebilly hosted payment form.
    4. Click Submit.
    Void the invoice
    1. At the bottom of the invoice, click Void.
    2. Click Void.
    Abandon the invoice
    1. At the bottom of the invoice, click Abandon.
    2. Click Abandon.
    Reissue the invoice
    1. At the bottom of the invoice, click Reissue.
    2. In the date picker, select a date.
    3. Click Reissue.
    Download the invoice
    1. At the bottom of the invoice, click Download.
    Email the invoice
    1. At the bottom of the invoice, click Email invoice.
    2. Provide details, then click Send.
    Generate a payment link
    1. At the bottom of the invoice, click Payment link.
    2. Click Copy URL and share the link with the customer.
    Add notes, attachments, or tags
    1. Scroll down to the Timeline section.

    2. Select from the following:

      Tag an email address or Rebilly support
      1. In the text input field, click Tag user.
      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 Attach a file, select a file, then click Open or Attach.
      2. Enter a message, and press Return or Enter on your keyboard.
      Link a customer or transaction
      1. In the text input field, click Link to a customer or transaction, 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. In the text input field, enter a message.
      2. Press Return or Enter on your keyboard.

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.

  3. Click Billing, Credit memos, then select a credit memo.

  4. Select from the following:

    Edit an item
    1. On the right of the item, click .
    2. Update the item, then click Update item.
    Delete an item

    On the right of the item, click .

    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.

Edit a quote

Use this process to manually add, update, or delete a line item in a quote.

Important

To edit a quote, the quote must be in the draft status. If the quote you want to edit has been issued, recall the quote so that it can be edited. For more information, see Manage a quote.

To create a new quote, see Create a quote.

  1. Log in to Rebilly.

  2. In the left navigation bar, click Data tables.

  3. Click Billing, click Quotes, then in the ID column click a quote.

  4. Select from the following:

    Edit an item
    1. On the right of the item, click .
    2. Update the item, then click Update item.
    Delete an item

    On the right of the item, click Delete .

    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.

Extend a trial period

Use this process to extend a trial period for a subscription.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions, then locate the trial.
  3. In the ID column, click the subscription number.
  4. In the right of the page, in the Order details section, click Change trial end date.
  5. In the Trial end dropdown, specify the new trial end date.
  6. Click Change.

For more information on how to configure trial periods, see Products and pricing plans.

Edit order details

Use this process to activate or deactivate autopay and delinquency period for a subscription order.

Autopay schedules multiple retries for subscriptions that fail to bill successfully, and defines whether to cancel the subscription after the last attempt. For more information, see Create an autopay schedule.

The delinquency period is the length of time after which the subscription is canceled if it is not paid.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Select one of the following segments: Active subscriptions, Paid invoices, 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. To activate autopay, select the Autopay checkbox. To deactivate, clear the checkbox.
  6. Optionally, to specify the length of time after which the subscription is canceled if it is not paid:
    1. Select the Activate delinquency period checkbox.
    2. Specify the length of time after which the subscription is canceled if it is not paid.
  7. Optionally, if one or more payment instruments have been used by the customer, to set a default payment instrument for autopay: select an instrument from the Default payment instrument dropdown.
  8. Click Save.

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, then select Billing.
  2. Optionally, select which columns to include in the export:
    1. In the top right of the screen, click Edit columns.
    2. Add or remove columns, then click Apply.
  3. Optionally, arrange the order of the columns in the export:
    1. In the top right of the screen, click Edit columns.
    2. Drag columns to arrange their order, then click Apply.
  4. 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.
  5. In the left navigation bar, click Alerts , then click the file to download.

Export invoices as PDFs

Use this process to export invoices as PDFs.

  1. In the left navigation bar, click Data tables, then select Billing.
  2. Click Paid invoices, Refunded invoices, or Unpaid invoices.
  3. In the top right of the screen, click Export, then click Export as PDFs. When the reported is generated, a notification is displayed in the left navigation bar.
  4. In the left navigation bar, click Alerts , then click the file to download.

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

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Unpaid invoices.
  3. In the Invoice number column, click an invoice.
  4. Click Payment 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, then click Billing.
  2. Click Active subscriptions.
  3. In the ID column, click a subscription.
  4. Optionally, to edit items on the invoice: click Edit items and make a change to the items on the subscription order. For more information, see Edit a subscription order.
  5. In the right of the screen, in the Order details section, click Issue an interim invoice.
  6. In the Effective date section, to define when the order changes become effective, select Specific date, then select a date.
  7. Select the Add proration checkbox. This charges the customer for the difference in cost between now and the period change.
  8. Click Change items.
  9. Preview the order changes, then click Save. An interim invoice for the cost difference is issued to the customer.

Issue an invoice early

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

  1. In the left navigation bar, click Data tables, 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:

    Set the due date to the current date and time

    Select Change due time to now.

    Use the existing payment due time

    Select Leave original due time.

    Set a future or past date and time as the payment due time

    Select Change due time to, and specify a date and time.

  6. Click Issue.

Issue a refund

Use this process to fully 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 also changes 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.
  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.

Manage a quote

Use this process to manually issue, recall, cancel, accept, or reject a quote. This process also describes how to download a quote in PDF format, and how to generate and share a quote URL with a customer.

To create a quote, see Create a quote.

  1. Log in to Rebilly.

  2. In the left navigation bar, click Data tables.

  3. Click Billing, Quotes, then select a quote.

  4. Select from the following:

    Download a quote in PDF format

    At the bottom of the quote, on the left, click Download PDF.

    Generate a quote link to share with a customer

    Click Quote link, then click Copy. Share this link with your customer.

    Issue the quote to the customer

    In the Quote details section, click Issue quote.

    Manually accept a quote on behalf of the customer

    In the Quote details section, click Accept quote.

    Manually reject a quote on behalf of the customer

    In the Quote details section, click Reject quote.

    Recall an issued quote so that you can edit it

    In the Quote details section, click Recall quote. To edit a recalled quote, see Edit a quote.

    Cancel an issued quote

    In the Quote details section, click Cancel quote.

Manage unpaid and past due invoices

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, then click Billing.

  2. Click Unpaid invoices.

  3. In the Invoice number column, click an invoice.

  4. Select from the following:

    Void an invoice

    Use this process to void the invoice. When an invoice is voided, the invoice amount is set to zero. The invoice retains the invoice number and is listed in reports, but amounts are set to zero.

    At the bottom of the invoice, click Void.

    Abandon an invoice

    Use this process to abandon the invoice. This makes the invoice immutable and unable to be paid.

    At the bottom of the invoice, click Abandon.

    Reissue an invoice

    Use this process to reissue the invoice to the customer.

    1. At the bottom of the invoice, click Reissue.
    2. In the Due date field, enter a date and time when the invoice must be paid.
    3. Click Reissue.
    Download invoice

    Use this process to download the invoice in PDF format.

    At the bottom of the invoice, click Download invoice.

    Email invoice

    Use this process to email the invoice to the customer. Optionally, the invoice includes a link to pay the invoice online.

    1. At the bottom of the invoice, click Download invoice.
    2. In the From dropdown, select an email address to send the invoice from.
    3. Optionally, in the Cc field, enter an email address to send a copy of the invoice to.
    4. Optionally, in the Bcc field, enter an email address to send a blind copy of the invoice to.
    5. In the Subject field, enter a subject for the email.
    6. Optionally, to attach a PDF of the invoice to the email, select the Attach invoice checkbox.
    7. Optionally, to include a link to pay the invoice online, select the Include payment form link checkbox.
    8. Click Send.
    Collect or register payment

    Use this process to collect payment from the customer using: the customer's payment instrument (if one is on file), a hosted payment form where the customer can enter details of their payment instrument, or to register a payment that was processed outside Rebilly.

    1. At the bottom of the invoice, click Pay invoice.

    2. In the Amount field, enter the amount.

    3. Select from the following payment options:

      Process the payment with the customer's default payment instrument
      1. Select Process with payment instrument.
      2. Click Submit.
      Register a payment that was processed outside the Rebilly product
      1. Select Process outside Rebilly.
      2. In the Payment method dropdown, select the payment method that processed the payment.
      3. In the Processed time field, enter the date and time that the payment was processed.
      4. Click Submit.
      Generate a hosted payment form and share it with the customer
      1. Select Pay with Rebilly hosted payment form.
      2. Click Submit.
      3. Click Copy URL and share the URL with the customer by email or in an online chat.

Pause subscription orders

Use this process to pause a subscription order, and to manage paused subscriptions orders.

A pause is a period of time when a subscription is inactive. During a pause, the subscription is not billed, and the customer does not receive the product or service. When the pause ends, the subscription resumes and the customer is billed again.

  1. In the left navigation bar, click Data tables, then click Billing.

  2. Click Active subscriptions or Unpaid invoices.

  3. In the ID or Invoice number column, click a subscription.

  4. Select from the following:

    Pause an order
    1. On the right of the screen, in the Order details section, click Pause subscription.
    2. In the Effective time section, select one of the following:
      • Pause the order immediately: Select Pause now.
      • Pause the order on a specific date: Select Pause on specific date, then select a date.
    3. In the End time section, select one of the following:
      • Pause the order indefinitely: Select Pause indefinitely.
      • Pause the order until a specific date: Select Pause for a specific period of time, then select the date when the pause ends.
    4. In the Pause information section, specify who paused the order.
    5. In the Description field, enter a description for the pause.
    6. Click Pause.
    Edit the details of an order pause
    1. On a paused order, in the Order details section, click Edit pause.
    2. Edit the details of the pause, then click Edit pause.
    Resume a paused order

    On a paused order, in the Order details section, click Cancel pause.

Reactivate a subscription order

Use this process to reactivate a canceled subscription order.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Canceled subscriptions.
  3. In the ID column, click a subscription.
  4. In the top right of the screen, in the Order details section, click Reactivate subscription.
  5. Optionally, in the Description field, describe why the subscription order is reactivated.
  6. In the Renewal date field, specify the renewal date.
  7. Click Reactivate.

Redeem a coupon

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

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions.
  3. In the ID column, click a subscription ID.
  4. In the right of the screen, in the Order details section, click Redeem coupons.
  5. In the dropdown, select one or more coupons.
  6. Optionally, to notify the customer by email that coupons were redeemed, select the Send email to customer checkbox.
  7. Click Redeem.

Update a billing or delivery address

Use this process to update a customer's billing or delivery address on an invoice.

If a billing or delivery address is not defined, the customer's default address is used. This may be problematic if the customer updates their default address.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions.
  3. In the ID column, click a subscription.
  4. Select from the following:
    • Update the billing address: On the right of Billed to, click Edit .
    • Update the delivery address: On the right of Delivered to, click Edit .
  5. Update the address, then click Save.

Update a subscription renewal date

Use this process to update the renewal date of an active subscription order.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions.
  3. In the ID column, click a number.
  4. In the right of the screen, in the Order details section, click Update renewal.
  5. Select from the following:
    • Set the renewal date to now: Select Now.
    • Set the renewal date to a specific date: Select Specific date, then select a date.
  6. Click Update.

View order details

View the details of a subscription order, such as: total amount invoiced, total amount collected, number of invoices sent, renewal date, and invoice time shift details.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Click Active subscriptions, Canceled subscriptions, Paid invoices, or Unpaid invoices.
  3. In the ID or Invoice number column, click a number.
  4. On the right of the screen, in the Order details section, view the following subscription order details:
    • Amount invoiced: Total amount that money that has been invoiced to the customer for this subscription order.
    • Amount collected: Total amount of money that has been collected from the customer for this subscription order.
    • # of invoices sent: Total number of invoices that have been sent to the customer for this subscription order.
    • Renewal date: Date and time when the subscription is renewed, and the next invoice for this subscription order is due for payment.
    • Autopay: Status of the autopay feature on this subscription order. If autopay is active, payments are collected automatically on the renewal date using the payment instrument that is associated with the subscription. For more information, see Activate autopay.
    • Paid by: Payment instrument that was used to pay the last invoice for this subscription order.
    • Invoice time shift: Details of invoice issue and due date adjustments, if applicable. For more information, see Invoice time and due time shift.

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, 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 .

View invoice time shift

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

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

  1. In the left navigation bar, click Data tables, 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 the risk analysis information of a subscription order.

  1. In the left navigation bar, click Data tables, then click Billing.
  2. Select one of the following segments: Active subscriptions, Canceled subscriptions, Paid invoice, or Refunded invoices.
  3. In the ID or Invoice number column, click a number.
  4. On the right of the screen, in Risk analysis section, view the risk information.

View previously issued invoices

Use this process to view previously issued subscription order invoices.

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

Void a credit memo

Use this process to void a credit memo. Voided credit memos cannot be applied to an invoice.

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

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. Log in to Rebilly.

  2. In the left navigation bar, click Data tables, then click Billing.

  3. Click Unpaid invoices.

  4. In the Invoice number column, click an invoice.

  5. At the bottom of the invoice, select from the following:

    Void an invoice

    To void an invoice: click Void.

    Abandon or reissue an invoice

    To abandon an invoice: click Abandon.

    Reissue an invoice

    To reissue an invoice: click Reissue.

    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.