Overview
In gaiia's Admin tab, the Billing Settings allow you to configure various aspects of your billing processes to ensure efficient and consistent management of customer accounts.
Below, you will find a comprehensive list of billing settings, each accompanied by detailed information on its function and usage.
For a step-by-step walkthrough on configuring these settings within the context of a new implementation of gaiia, please refer to our Billing Settings & Configuration - Video Guide article.
Billing period and invoice cycle
| Setting | Description |
|---|---|
| Billing period day | Defines how the billing cycle start date is determined. Dynamic: Billing period begins on the date billing is enabled for the account. Fixed: All accounts share the same billing period day each month. |
| Invoice day | Determines when invoices are generated. Dynamic: Matches the billing period day. Fixed: Invoices are issued on a specific calendar day. Relative to billing period day: Invoice is sent X days before the billing period day. |
| Auto pay | Controls when autopay charges are attempted. Fixed: Charges occur on a specific day of the month. Relative to invoice day: Charges run X days after invoice generation. |
| Days to become overdue after invoice day | Number of days after invoice issuance before the invoice is considered overdue. The invoice becomes overdue the day after the due date. |
| Number of months billed per invoice | Determines how many months of service are included on each invoice (e.g., monthly billing, quarterly billing, etc.). |
| Days before payment due reminder | Number of days before an invoice becomes overdue when a reminder notification is sent. |
| Automatically apply a fee when an invoice becomes overdue | Applies a selected fee automatically when an invoice transitions to overdue status. |
| Apply a fee when an account receives a printed invoice | Applies a selected fee automatically when a printed invoice is mailed to the customer. |
| Set auto-pay to charge entire balance due |
Enabled: Autopay collects the full outstanding balance (all open invoices). Disabled: Autopay only charges the current invoice’s amount. |
| Order that auto payments are applied | Determines how autopay allocates payments (e.g., Oldest open invoice first). |
| Invoice types auto-pay is triggered on | Specifies which invoice types (e.g., Manual, Subscription) will trigger autopay. |
| Send communication when invoice starts at $0 | When enabled, communication is sent even when the invoice total is $0. |
Credit card settings
| Setting | Description |
|---|---|
| Total credit card auto-pay attempts | The total number of autopay attempts for failed credit card transactions, including the initial attempt and all retry attempts. |
| Auto-pay credit card retry interval in days | Number of days gaiia waits before retrying a failed credit card autopay. |
| Minimum credit card payment | Minimum allowed payment amount for credit card transactions (manual or autopay). |
| Apply a fee for credit card payments | Automatically applies a selected fee each time a credit card payment is made. |
Delinquency settings
| Setting | Description |
|---|---|
| Minimum due for delinquency | Minimum outstanding balance required before an account can enter delinquency. |
| Days to become delinquent after an invoice becomes overdue | Number of days that must pass after an invoice becomes overdue before the account is considered delinquent. |
| Maximum amount of days for manual grace period | Maximum number of days staff can apply when granting a manual grace period. |
| Pending payment delinquency grace period | Number of days delinquency checks are deferred when an account has a pending payment. |
| Automatically apply a fee when the account becomes delinquent | Applies a selected fee automatically when an account enters delinquency. |
| Prorate the subscriptions upon suspension and reactivation for delinquent accounts | Prorates charges for both the suspended period and the reactivation period. |
| First delinquency step when an account becomes delinquent | Defines the starting workflow step when an account enters delinquency (e.g., New). |
| Automatically move the account out of delinquency when it has been resolved | Automatically clears delinquency status when the account no longer meets delinquency criteria. |
| Automatically suspend an account when transitioning them to the suspended delinquency step | Automatically triggers a suspension workflow when the account reaches the "Suspended" delinquency step. |
| Automatically reactivate a suspended account when delinquency has been resolved | Automatically reactivates the account once delinquency is resolved. |
Other settings
| Setting | Description |
|---|---|
| Billing settings ID | A read-only unique identifier used internally for integrations and workflows. |
| Currency | Determines the system-wide currency used for invoicing and payments. |
| Automatically refund on close account | Automatically generates prorated refunds when a customer account is closed. |
| Create ticket on close account problem | Automatically creates a support ticket if an error occurs during account closure. |
| Automatically create prorated credits for cancellations | Automatically adds prorated credits when subscriptions or services are cancelled. |
| Default ticket type used for billing issues | Specifies the default ticket type used when gaiia auto-creates billing issue tickets. If none is selected, Internal is used automatically. |
| Maximum custom debit amount | Maximum amount allowed when adding a custom debit. |
| Maximum custom discount amount | Maximum amount allowed when adding a custom discount. |
| Default GL code for custom debits | Applies this GL code when a custom debit is created. |
| Default GL code for custom discounts | Applies this GL code when a custom discount is created. |
| GL code for write-offs | GL code assigned when writing off an account balance. |
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