Index

Automatic Billing Profiles

An Automatic Billing Profile is used to help automate the billing process. Once a billing profile has been created, it can be applied to an Owner (and be overriden by a Tenant). The billing profile is then scheduled to run at a specific time (i.e. every month) to generate all of the Invoices for the specified Tenants.

Please note, that a user doesn't have to use an Automatic Billing Profile if they manually want to generate the Invoices each time. Invoices can be manually generated from the Owner, Tenant and Contract Manager views.

The configuration options are set up in a wizard when using the Auto Billing Profile Manager view as described here. As well as scheduling Invoice Generation, a Profile can also specify the following...

• Schedule: this specifies when an Invoice can be regularly generated. By default this is set to 'No Schedule'. It's recommended to leave the Default Automatic Billing Profile set to 'No Schedule' by default. If the user doesn't want to configure the a monthly trigger of producing the Invoices, the Custom option can be used. This allows the user to use a special Trigger Schedule interface to specify the times use to generate the Invoice. The Trigger Schedule can be accessed by double clicking on a Automatic Billing Profile.
• Next start time: an Invoice is always generated between two dates. When an Automatic Billing Profile is used, the end date is the current day the Automatic Billing Profile executes while the start date was the last time it was triggered.
• Adjustments: adjustments are added to the final total of an Invoice (pre-tax). An adjustment description can also be used if necessary.
• Save to a PDF file: when an Invoice is automatically generated, it can be saved to a file. By ticking this box in the wizard, the user can specify the directory the file is saved too.
• Send an email: when an Invoice is automatically generated, a PDF can be generated and attached to an email and sent. By ticking this box in the wizard, a user can specify the configuration options for the email. Please note the following options about sending emails through Tenant Billing...
  • The email address of the Tenant or Owner can automatically be included into the email by using the <OWNER_EMAIL_ADDRESS> and <TENANT_EMAIL_ADDRESS> text.
  • 'CC Email address list' can contain a list of email addresses separated by the ; character.
  • 'BCC Email address list' can contain a list of email addresses separated by the ; character.