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 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 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.

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 , 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 .

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 , 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 .
     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 , 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 , 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 , 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 .

Change cancellation reason

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

1. In the left navigation bar, click , 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, in the Description field, enter a description.
7. Click Save .

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:

• Configure the Time To Live (TTL) of pending orders globally in organization details — see Edit organizations and websites details
• When placing an order on behalf of a customer, configure a specific abandon date and time — see Create a subscription or one-time order .

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 , 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 , 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 , then click Billing .
2. Click Active subscriptions .
3. In the ID or Invoice number column, click a subscription.
4. Select from the following:
   • Edit invoice 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 .
   • 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 .
   • Edit or add items to the order:
     1. Under Description , click Edit items .
     2. Edit the form, then click Change items .

Edit autopay schedule

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

1. In the left navigation bar, click , then click Billing .
2. Click Unpaid invoices .
3. In the ID or Invoice number column, click a subscription.
4. Under Autopay schedule , click the link.
5. Select from the following:
   • To specify when the next payment attempt occurs: Click the date picker and select a date.
   • To schedule payment retries for when billing attempts fail: In the Retry attempts section, click Add attempt , and specify the schedule.
   • To move the renewal time to a future date after each retry attempt: In the After each attempt section, select the Push renewal time forward checkbox.
   • To specify the action to take if all retry attempts fail: In the After the last attempt section, select an option.
6. Click Update autopay .

Edit an invoice

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

1. Log in to Rebilly.
2. In the left navigation bar, click .
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 .
     2. Update the item, then click Update invoice item.
   • 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 .
   • Edit or add tax information:
     1. On the right of Taxes , click .
     2. Complete the form, then click Save . For more information, see Taxes .
   • 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 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 .
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 .
     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 .

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 .
3. Click Billing , Quotes , then select a quote.
4. Select one of the following:
   • Download a quote PDF: At the bottom of the quote, on the left, click Download PDF .
   • Get 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 .

Edit a quote

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

1. Log in to Rebilly.
2. In the left navigation bar, click .
3. Click Billing , Quotes , then select a quote.
4. Select one of 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 .

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 .
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 .
3. Click Billing , Credit memos , then select a credit memo.
4. Click Void , then click Void in the popup window to confirm.

Activate or deactivate 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. 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.

1. In the left navigation bar, click , 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. To activate autopay, select the Autopay checkbox. To deactivate, clear the checkbox.
6. Optionally, to set a default payment instrument for autopay, select an instrument from the Default payment instrument dropdown.

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 , 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 , 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 , 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 , 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 , 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 , then click Billing .
2. Click Active subscriptions or Paid invoices .
3. In the ID or Invoice number column, click a subscription.
4. In the right 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 , 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.

1. In the left navigation bar, click .
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 .

Reactivate a subscription order

Use this process to reactivate a subscription order.

1. In the left navigation bar, click , 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 order .
5. Enter a description, and a new renewal time, then click Reactivate .

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 , then click Billing .
2. Click Active subscriptions .
3. In the ID column, click a subscription ID.
4. In the right of the screen, click .
5. In the Pricing section, click Coupons .
6. Select a coupon, then click Redeem .

Update a billing or delivery address

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

1. In the left navigation bar, click , 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 .
   • Update the delivery address: On the right of Delivered to , click .
5. Update the address, then click Save .

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 , 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 , 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 , 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.

1. In the left navigation bar, click , 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 , 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 , 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 , 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 .

Related topics

• Customize tables
• Manage logs
• Manage payments
• Segments