Billing and payments

Billing keeps track of what each customer owes, what they paid, and what you owe them. It is under Finance.

Invoices are created for you

When a policy is issued, its invoices are created according to the payment plan chosen on the quote:

Payment plan	Invoices
One payment	One invoice for the whole premium
2 instalments	Two invoices, six months apart on a yearly policy
4 instalments	Four invoices, three months apart
Monthly instalments	One invoice per month of cover

The policy fee is added to the first invoice. Tax is spread across all of them.

Endorsements and cancellations create debit notes, for an extra premium to pay, and credit notes, for premium to return.

Record a payment

1. Go to Finance > Invoices. The To collect tab lists what is open.
2. Choose Record payment on the invoice.
3. Enter the amount, the method, the reference and the date. A lower amount than the balance is a part payment, and the invoice becomes Partly paid.

The customer receives a receipt by email. The receipt is also under Finance > Receipts and refunds, where Receipt PDF downloads it.

Overdue invoices

An invoice not paid by its due date becomes Overdue the next morning. Then:

• your billing team is notified,
• the customer receives a reminder by email, repeated every seven days,
• the Overdue tab and the dashboard show it,
• after 45 days the policy lapses. See Policies.

Refunds and credit notes

• Credit notes to refund is the tab that lists what you owe customers, for example after a cancellation. Choose Pay the refund when you send the money.
• Refund on a paid invoice returns money the customer paid.
• More > Issue a credit note reduces what is owed on an invoice, with a reason.
• More > Write off stops collecting a balance you will not recover.

Refunds, credit notes and write-offs can each have an approval chain. See Approval chains.

Send an invoice

Open an invoice and choose More > Download PDF, or Email to customer. The invoice carries your logo, your payment instructions and the line you set for the foot of every document.

Commissions

When a policy is issued through an agent or broker, their commission is worked out on the net premium with the matching commission scheme (or, without one, their own rate or the product's rate). See Commissions and payouts. It is listed under Finance > Commissions as Pending.

Choose Pay to record one commission as paid, with the date and reference, or pay many at once with a payout run under Distribution > Commission payouts. A commission statement for each agent or broker is available on their page under Distribution > Agents and brokers.

Follow the money

Under Reports:

• Invoiced and collected by month compares what was billed with what came in.
• Overdue premium by customer shows who owes what, and for how long.