Your Billing Settings provide the system with instructions for calculating rent charges, processing payments, and handling other transactions.
To access your facility’s billing settings:
Click the Settings Tab in the lower left of the screen.
Under the Billing section, click Settings. The billing settings screen will appear.
Listed below are definitions and functions of each of the billing settings:
Payments
Provider: This displays your current credit card and/or ACH payment processor. allows you to limit the reversal of cash, checks
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Payment order: Choose which order your software will apply payments or general account credits to charges.
rent before fees - apply payments to all due or past-due rent, then services, then insurance, then fees
fees before rent - apply payments to all unpaid fees, then rent, then services, then insurance
oldest charges first - apply payments to the oldest invoices first, no matter what type of charge is on them. If the invoice has multiple items, payments will be applied to rent, then services, then insurance.
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Batching: Here, you can choose to batch autopay payments manually or automatically.
Manually will create a list of scheduled autopayments for you to manually process in the Payments tab.
Automatically will process all scheduled autopayments the morning of the autopay day
Manual Reversal: Checking this box will allow you to limit the reversal of cash, checks, and money orders to a specific number of days after the payment or purchase.
Acceptance: Choose whether or not to hide the ACH, card reader, credit/debit, cash, money order, or money order payment option on the payments screen. Hiding these options will not disable your merchant account. It will simply hide the payment options from the payment screens.
Autopay: This lets you set the autopay day to the rental due date for all tenants. Checking this box does not retroactively update existing tenant autopay dates. You will need to edit the autopay date in the tenant's Payment Methods tab to set it to the existing tenant's due date.
Credit Card Masking: To improve the security of credit card numbers, enable this setting to hide them as you enter them. As each number is entered on the payment screen, it will turn to an asterisk (*) within 1 second.
Invoices
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Period: This setting allows you to set the default billing day for new tenants to either the 1st of the month or the move-in anniversary.
Day: If 1st of month was selected for the billing period, you can select which day of the month you’d like invoices to be due.
Align Invoice Day: If anniversary was selected for the billing period, you can select to align the billing dates for additional units added to the same tenant. Meaning if an existing tenant moves into another unit, having Align Invoice Day checked will set the billing day for the new unit to the same day as the first unit the tenant has. Having the Align Invoice Day checkbox unchecked sets the billing day for the new unit to the day the tenant moves in.
Lead Time: This section lets you specify the number of days before rent is due that you’d like your software to generate invoices. Your invoice Lead Time must be equal to or less than 25 days and must be equal to or less than the Change of Rate Notice time in Settings > Yield Management.
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Send to tenants: This section allows you to control how invoices are sent to tenants.
Manually create a list of invoices in the Unsent Bills tab of the Billing section on the day you’ve selected in your lead time settings. Choosing this setting will require you to choose which invoices to email, print, or send through mail house.
Automatically will create a printable batch of invoices, email invoices, or send invoices through mail house the morning of the day you’ve set in your lead time settings.
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Invoice fee: If you would like to charge a fee for a mailed invoice, select that fee from the dropdown list here. The fee will need to be set up in Fees and Services before it will appear in the dropdown list.
Note: The invoice fee will apply only to invoices created during the automatic monthly batching process. Any manually created rent invoice will not include the invoice fee.
Invoice prefix: Here, you can enter any characters you’d like to appear before invoice numbers. For example, if you place a # in this field, your invoice number will appear as #1000.
First invoice number: This displays the starting invoice number for your account.
Retail
Returns: This section allows you to set the time frame for returning merchandise after the purchase date and whether you'll accept returns without a receipt.
Transfers
Security deposit: Selecting this box will transfer the security deposit to the new unit when a tenant transfers units.
Promotions: Selecting this box will automatically transfer all recurring promotions on the original unit to the new unit when a tenant transfers units. Promotions that are fixed to a set number of months will not be transferred.
Auctions
(These settings apply to facilities using Auction Manager)
Auction Commission: This section lets you set the commission rate for auctions completed by 3rd parties. Entering an auction commission rate here will automatically deduct that commission when the winning bid's payment is processed.
Auction Fee: Select an auction fee to be automatically applied when a unit is scheduled for auction. The fee must first be set up in Fees and Services before it will appear in this list.