Defining billing information for a tenant

When Advanced Automation is activated for a tenant, you need to define billing information for the tenant. Billing information enables the tenant to bill for services and products they provide.

If billing information is not defined at this stage, you will be prompted to enter the relevant information before using certain features of Advanced Automation, such as when approving time registrations, or creating contracts or sales items. For more information, see Onboarding existing clients.

To define billing information

  1. In the Billing information section of the create/edit tenant dialog, define the following fields:

    • Business name: The tenant's business name.
    • Legal form: The correct legal business name for the tenant.
    • Type: The Advanced Automation tenant type (select from Partner, Customer, Prospect)
    • Debtor code: (Optional) The customer code used in third party systems, such as accounting software.
    • Email: The tenant's email address, predefined with the administrator email address used in the General information section.
    • Website: (Optional) The tenant's website.
    • Main office: (Optional) Select the parent company from the list.
    • VAT / Sales tax number: (Optional) The relevant VAT or sales tax number.
    • Time registration roundup time (minutes): Set the time (in minutes) of your ticket roundup time. When ticket work is approved for billing, the total billable hours will be rounded up according to this value. For example, if you set the roundup time value to 15 minutes, 7 minutes of ticket work will be rounded up to 15 before invoicing. Likewise, 21 minutes will be rounded up to 30, and 36 minutes will be rounded to 45, and so on. The default value is 10.
    • Payment terms (days): (Optional) Define the number of days in which a customer has to make payment.

    • Direct debit: (Optional) Select the check box if payment will be made by direct debit. When enabled, direct debit payments are available in contracts, sales items, and invoices.

      This option enables the billing process to split direct debit line items from manual payment line items; each of these line item types are split over two different invoices and processed separately:

      • Customers can pay invoices via wire transfer or using one of the payment integrations (PayPal, Stripe).

      • Customers can send invoices to their local bank for direct debit processing.

    • Create subtotals on invoice: (Optional) Select the check box, if required.
    • Consolidate billing into one invoice: (Optional) Select the check box, if required.

    • In the Sales tax section (optional), select the relevant sales tax (the default tax for the company). If no sales tax is selected, the default tax rate is applied. You can also select the Tax exempt check box if the tenant is tax exempt.

    • In the Bank account section (optional), enter the bank account number for the tenant.

    • In the Address section, enter the relevant address fields.

  2. To configure the services for the tenant, click Next. See Selecting the services for a tenant.