Configuring Billing Settings

The Billing settings page sets the default billing values of the brand. When you add a client, Ubersmith copies these values to the client. You can change the values for each client. When you change a default value here, Ubersmith does not change existing clients.

This page is also step 4 of the Welcome Wizard. For more information, refer to the article "Configuring the Welcome Wizard".

Open the Billing settings page

1. Click Settings.
2. In the Billing & Payment section, click Billing.

Complete each section in the order below, then click Update.

Complete the General Billing Configuration section

1. In the Generate Daily or Monthly Invoices? field, select Daily or Monthly. This setting applies to the whole brand. Ubersmith does not copy it to clients.
2. In the Default Invoice Send Date field, select one of these options:

• Use Client Creation Date: Ubersmith sends invoices on the same day of the month that the client was added.
• Use Specific Date: select the day of the month.

1. In the Invoice due dates determined by field, select one of these options:

• Grace Period: invoices are due a number of days after Ubersmith sends them.
• Static Due Date: invoices are due on the same day of each month. Use this option for monthly invoicing.

1. In the Default Grace Period field, type the number of days from when Ubersmith sends an invoice to when it is due.
2. In the Default Monthly Invoice Due Date field, select the day of the month that invoices are due. This field applies to Static Due Date.
3. In the Default Pre-bill Period field, select how far ahead Ubersmith bills for services that start or renew soon:

• Do not pre-bill
• Pre-bill services up to a number of days after the invoice is generated. Type the number of days.
• Pre-bill services up to the due date of the invoice. The due date includes the grace period.

1. In the Default Invoice Charge Date field, select when Ubersmith charges credit cards and bank accounts for an invoice:

• Immediately
• After a number of days. Select the number of days.
• On Invoice Due Date

1. In the Default Late Fee Schedule field, select the late fees for invoices that are not paid on time, or No Late Fees. For more information, refer to the article "Adding Late Fee Schedules".

2. In the Date Range Display Style field, select how invoices show date ranges, for example from the 1st to the 1st of the next month, or from the 1st to the last day of the month.

3. In the Default Renewal Date field, select one of these options:

   • Do not auto-prorate
   • Auto-prorate to the day of the month. Select the day.
   • Auto-prorate to Client Creation day

   Ubersmith prorates new services to this day. Auto-proration must also be turned on in the service plan. For more information, refer to the article "Adding Service Plans".

4. In the Prorate to the following month if next renewal is within field, type a number of days. If the first period of a new service is this number of days or less, Ubersmith prorates the service to the renewal date of the next month.

5. In the Automatically Apply Account Credits field, select one of these options:

   • Automatically Apply to All Invoices: Ubersmith applies credits to all unpaid invoices during the nightly invoicing task.
   • Automatically Apply to New Invoices
   • Do Not Automatically Apply

6. In the Process Scheduled/Retried Charges on Disputed Invoices field, select NO to stop automatic charges for an invoice that the client disputes. Select YES to charge disputed invoices.

Complete the Invoice Delivery section

1. In the Available Invoice Delivery Options field, select the delivery methods that you offer: None, Email Only, Print Only, and Both Email and Print. Email Only is always available.
2. In the Default Delivery Method field, select the delivery method for new clients.
3. In the Clients Can Select Invoice Delivery Options field, select YES to let clients select their delivery method in the client portal.
4. In the Email copy to Admin when sending invoices? field, select YES to send a copy of each invoice to a staff email address.
5. In the Email address to receive invoice copies field, type the email address that gets the copies.

Complete the Daily Invoicing Task section

Ubersmith can send an email if the daily invoicing task does not complete in time.

1. In the Send notification email after field, select Never, minute(s), or hour(s). Then type the amount of time. Ubersmith rounds the time to 5 minutes. The minimum is 5 minutes.
2. In the Email address to receive notification field, type the email address that gets the notification.

Complete the Invoice Logo & Remit To Address section

1. In the Select Title Graphic/Logo field, drag your logo file to the box, or click the box to select the file. Use a GIF, JPG, or PNG file.
2. In the Remit to Address field, type the address where clients send payments.
3. In the Invoice Title field, type the title of your invoices. If you use more than one language, type the title for each language.

Complete the Invoice Note and Credit Note sections

1. In the Invoice Note field, type the text that shows in the notes of each invoice.
2. In the Credit Note field, type the text that shows in the notes of each credit note.

To see the variables that you can use, click View Variables. If you use more than one language, type the notes on each language tab.

Complete the Disregarding Invoices section

1. In the Allow staff members to disregard invoices? field, select YES only if you must disregard invoices.

Save the settings

Click Update.

If you set up this page in the Welcome Wizard, click Finish.