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.
If you have any questions about these settings after reviewing this page, please don't hesitate to contact our support team.
Billing Period and Invoice Cycle Settings
| Name | Description |
|---|---|
| Billing period day | Determines the default day each new billing period starts on. This can be a “fixed” day, meaning all account’s billing day will start on a particular day or “dynamic” based on the day of activation. |
| Invoice day | Determines the default day the invoice is set out on. This can be a “fixed” day, meaning all account’s invoices will be sent on a particular day or “dynamic” based on the day of activation and the same as the billing day. |
| Autopay | The default day autopay will be taken. This can be configured as a “fixed” day where all accounts have autopay taken on a particular day or “relative to the invoice day” and is taken X days after the invoice was sent to the accounts. |
| Days to become overdue after invoice day | How many days after an invoice has been sent to an account will it be considered overdue. |
| Minimum months to bill | How many months should be billed at a time. For example, a value of 3 will bill accounts for 3 months of service at a time. It will also mean billing and invoice cycles are every three months. |
| Days before payment due reminder | The number of days before an invoice becomes overdue should communication be sent to an account to remind them of payment. |
| Automatically apply a fee when an invoice becomes overdue | Should an invoice become overdue, this setting will allow a particular fee to automatically be applied and invoiced to that account. |
| Apply a fee when an account receives a printed invoice | If a customer receives a printed invoice through the mail, a fee can automatically be applied to accounts configured to receive it. The fee will only be applied when the “Receives a printed invoice” account billing setting is enabled. |
| Set auto-pay to charge entire balance due | If disabled, only the current invoice amount will be taken during auto payment. If enabled, any outstanding balance will be collected during autopay (including past invoice balances). |
Credit Card Settings
| Name | Description |
|---|---|
| Auto-pay credit card attempts | Should an attempted payment through autopay fail, how many times gaiia should retry payments on the payment method before stopping. |
| Auto-pay credit card retry interval in days | The interval between autopay attempts in the event the attempted payment fails. For example, a value of 1 in this field will wait a day before attempting to charge the card again. |
| Minimum credit card payment | The minimum amount that can be charged using a credit card. Also, applies to auto pay as well. |
| Apply a fee for credit card payments | If an automatic fee should be applied to the account each time a credit card payment is made. |
Bank Account Settings
| Name | Description |
|---|---|
| Auto-pay bank account attempts | Should an attempted payment through autopay fail, how many times gaiia should retry payments on the payment method before stopping. |
| Auto-pay bank account retry interval in days | The interval between autopay attempts in the event the attempted payment fails. For example, a value of 1 in this field will wait a day before attempting to charge the card again. |
| Minimum bank account payment | The minimum amount that can be charged using a bank account. Also, applies to auto pay as well. |
| Apply a fee for bank account payments | If an automatic fee should be applied to the account each time a bank account payment is made. |
Delinquency Settings
| Name | Description |
|---|---|
| Minimum due for delinquency | The minimum balance due on an account before they are considered for delinquency. |
| Days to become delinquent after an invoice becomes overdue | How many days must elapse before an account is considered delinquent if they have at least one overdue invoice and pass the minimum balance due threshold. |
| Maximum amount of days for manual grace period | If applying a grace period to an account (to defer delinquency), the maximum number of days that can be applied at any one time. |
| Pending payment delinquency grace period | Should a pending payment be on the account, how many days the delinquency check will be deferred before an account can become delinquent. |
| Automatically apply a fee when the account becomes delinquent | Should an account become delinquent, this setting will allow a particular fee to automatically be applied and invoiced to that account. |
| Prorate the suspended subscription when the account becomes delinquent | If the account’s subscription(s) should be prorated for the days that they will be suspended due to delinquency. |
| First delinquency step when an account becomes delinquent | The first step that the customer enters when they become delinquency. “New” should be used if manually resolving delinquency with the account. |
| Automatically move the account out of delinquency when it has been resolved | Whether an account’s delinquency status will automatically be resolved if they no longer meet the appropriate delinquency criteria. |
| Automatically suspend an account when transitioning them to the suspended delinquency step | When an account should be suspended (will trigger a suspension workflow) when they are suspended through the delinquency process (using the “Suspended” delinquency step). |
| Automatically reactivate a suspended account when delinquency has been resolved | When the account is automatically reactivated (a reactivation workflow will be triggered) if they are no longer considered delinquent but were suspended initially due to it. |
Other Settings
| Name | Description |
|---|---|
| Billing settings ID | Read-only. Used as the id for various integrations within gaiia. |
| Currency | The currency that will be used. |
| Automatically refund on close account | Should an account be closed, whether an automatic refund for partial months should be added to the account. |
| Create ticket on close account problem | In the event an error arises when attempting to close an account, a ticket is created for a user to review. |
| Default ticket type used for billing issues | Should any billing issues arise (such as an unexpected payment issue) a ticket is created within gaiia. This setting will allow the appropriate type to be assigned to these types of tickets. |
| Maximum custom debit amount | When applying a custom debit to an account, the maximum value that can be added. |
| Maximum custom discount amount | When applying a custom discount to an account, the maximum value that can be added. |
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