The Billing Preferences page in EZFacility is where an Administrator can configure the account's default billing settings. From updating package billing preferences to adding customized information in the body or footer of an invoice or statement, it will be essential to review this page to ensure your account preferences are set up as needed.
***Screens and layouts may vary depending on the user settings and device compatibility.
To access the Billing Preference page, click on Administration
Click on Billing
Click on Billing Preferences
Optional Payment Methods
Checked options are active payment methods.
Unchecked options will no longer display in the drop-down displaying your payment methods when recording a payment.
*** It is advised to disable all optional External Payment Methods. External payment methods listed below will NOT charge a client's credit card. These methods are to only be selected if you have taken the client's payments outside of the EZFacility software. For example if you are using PayPal, CashApp, or other payment applications.
Package Invoice Dates
Choose which sessions will be listed on the invoice for each package.
Changing these will not instantly affect any packages, but will be applied each time a package invoice is edited and saved.
Package Preferences
The default for Booking Out of Range:
This setting refers to any package plan that has an expiration date. Allowing 'Booking Out of Range' will by default set packages to be used after their expiration date. It is advised that this setting is set to 'Disallow'. This will only allow clients to book into classes while their package is active.
Packages can be modified independently of these settings.
Membership AutoPay Option
These options will allow you to choose if you want new membership contracts to be automatically set to Auto-Pay if they sold internally or through Self-Service.
Invoice Preferences
Decide whether or not to include a description from the Groups module on the client invoice.
The description can be from either the parent group or the subgroup of the Group created.
Invoice "Bill To" Preferences
Set up what preferences you would like included in the "Bill To" section of an invoice
Save Credit Card Info For Manual Payments
Set up your system defaults to save credit card information
Expired Credit Card Notifications
Enable Notifications to be sent to the email address of the client profile using the card if the card is set to expire in 1 month, 2 months or both for all credit cards or only credit cards used for Auto-Pay.
Credit Card Decline Notifications
Enable Notifications to be sent to the email address of the client profile using the card for all credit cards or only credit cards used for Auto-Pay.
Invoice Email
To include the Invoice Number in your subject anywhere just include this text -- {InvoiceNumber}
Email an Invoice by clicking the envelope icon on the top right of any invoice.
*** The client must have an email on file.
Billing Statement Email
Set up your Billing Statement email subject and the email body that is manually sent to your clients. To learn how to send a billing statement view the guide called "How to Send a Client a Billing Statement".
Invoice Footer
The footer text will be seen at the bottom the invoice. A common invoice footer could be your taxID.
Receipt Footer
The footer will be seen at the bottom of a printed receipt.
Billing Statement Footer
The footer text will be seen at the bottom the statement. A common statement footer could be your taxID.
Before leaving this page select the save option for the system to remember any changes that have been made.
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