AutoCount- Recurring Billing
Introduction to AutoCount Recurring Billing Plugin
Managing billing manually every month can be tedious and time-consuming, especially if you're handling a large client base. Enter the Autocount Recurring Billing Plugin, a tool designed to simplify invoicing by automating the entire recurring billing process.
This plugin is perfect for businesses like tuition centers, copier rentals, or any service that involves regular billing cycles. It ensures that clients are billed on time. In addition, it also helps in reducing missed invoices and boosting professionalism.
Core Benefits of the Recurring Billing Plugin
Core Benefits of the Recurring Billing Plugin
Plugin Compatibility and Limitations
It’s important to note that the AutoCount Recurring Billing Plugin currently supports only Sales and Purchase Invoices.It’s not designed for recurring journals or other document types.
Moreover, access is restricted – only Admin Users can manage core functions unless access rights are specifically assigned.
Step-by-Step Guide For Recurring Billing Plugin
Setting Up the Recurring Billing Plugin
1. To start using the plugin
- Login to AutoCount.
- Download and install the plugin.
- Navigate to General Maintenance > Access Right Maintenance.
- Assign rights to users who will manage recurring billing.
- Once configured, the plugin will appear in your menu, ready for use.
2. Recurring Type Maintenance
- Navigate to Recurring Billing > Recurring Type Maintenance.
- You’ll find five default default interval types.
- Need a custome one? Just click New, input the frequency, and save it.
- Leave the “Prorate on last bill” option unchecked unless requiredfor prorated billing.
Creating Recurring Contracts for Debtors
1. Accessing Debtor Maintenance
- Start by going to A/R > Debtor Maintenance.
- Pick the client (debtor), then click Edit to open their details.
2. Adding Contract Items
- Under Recurring Billing Maintenance, click the “+” sign to add items.
- Use filters to search products or services and then Apply and check them.
- Click Transfer to Billing.
- Multiple items can be added for one debtor.
Key Fields in Recurring Contract Setup
Each item in a recurring contract must be configured with:
- Unit Selling Price: The fee for each recurrence.
- Billing Type: Choose the billing frequency.
- Start, Next, and Expiry Dates: Define when the billing starts, teh next due date, and when it ends.
- Terminate Date: Optional – if the contract is ends earlier than the expiry date.
- Billing Description: Add a short description for clarity.
After entering all details, hit Save.
How to Generate Recurring Invoices
Once you’ve configured your recurring billing contracts, AutoCount makes it easy to generate the corresponding invoices. Here’s how:
1. Using Recurring Sales Invoice Generator
- Navigate to Recurring Billing > Recurring Sales Invoice Generator.
- The system will display a list of customers who has recurring bills due for the selected period.
- This section is the command center for generating all upcoming invoices.
Post as Draft vs Post to Sales Invoice
You have 2 choices when generating invoices:
- Post as Draft: This option saves the invoice as a draft. It allows for manual review before final posting.
- Post to Sales Invoice: The system finalizes the invoice and pushes it directly to your Sales Invoice list. It also automatically sends an email to the client – no additional steps needed.
Filtering and Posting Recurring Invoices
Before posting, you can filter the list using various fields to better manage your workload:
- Debtor Type
- Debtor Area
- Sales Location
- Invoice Date
- Posting Account
These filters help you narrow down specific segments and ensure correct posting.
Only invoices posted using the Post to Sales Invoice option will appear in Sales > Invoice. Drafts remains hidden until finalized.
Batch Debtor Recurring Billing Maintenance
For business handling dozens or hundreds of recurring contracts, entering data manually is inefficient. AutoCount offers Batch Debtor Recurring Billing Maintenance to mass-apply items and billing details.
1. Applying Items in Bulk
- Go to Recurring Billing > Batch Debtor Recurring Billing Maintenance.
- In the Item section, select the items to apply.
- Click Apply Item, then choose whether to: Clear Previous Records or Keep Previous Records.
2. Assigning Debtors
In the Debtor section:
- Select the target clients.
- Choose to clear or keep existing entries.
- Click Apply Debtor.
Once selections are made, press the “>>” button and then click Update Recurring Item to confirm. After that, the system will apply changes to all selected clients.
Therefore, this tool is a major time-saver for firms managing a recurring service portfolio.
Excel Import & Export for Recurrence Details
AutoCount allows you to export existing recurrence data to Excel and re-import updates or new records. This is especially helpful when migrating data or setting up recurring bills for new clients in bulk.
Some of its key advantage include:
- Modify multiple entries offline
- Minimize human input errors
- Quickly populate new contracts
Contract Expiry & Reminder Notifications
AutoCount includes an intelligent reminder system to alert users about contracts that are about to expire.
1. Setting Reminder Days
Head to Recurring Billing > Recurring Billing Setting. Under Reminder Notification Setting, enter the number of days in advance you’d like to receive alerts (e.g., 30 days).
2. Receiving Alerts
Upon logging in, the system will show a pop-up with contracts expiring within the specified time frame. In addition, a detailed listing will also be available at Recurring Billing > Contract Reminder Notification.
You can choose Do Not Show if you don’t want specific contracts to be included in future alerts.
Best Practices for Managing Recurring Billing
To get the most out of the plugin, follow these tips:
- Regularly review contract expiry dates to avoid lapses in billing.
- Avoid duplicate entries by checking before adding new contracts.
- Update unit prices and descriptions when services or rates change.
- Use batch tools and Excel import to manage large data sets effectively.
- Schedule periodic audits to ensure all recurring bills are correctly posted.
Common Issues and Troubleshooting
Here are a few common hiccups and how to fix them:
Real-World Use Cases
The AutoCount Recurring Billing Plugin is widely used across industries:
Conclusion
To conclude, if you’re in a business that thrives on consistency, automation, and accuracy – the AutoCount Recurring Billing Plugin is a must-have tool. It simplifies the entire recurring billing process, from setup to invoice delivery.
Whether you manage five recurring clients or five hundred, this plugin ensures you’re on top of your billing game with minimal effort and maximum reliability.
FAQs
It’s used to automate the generation and emailing of recurring invoices for services billed on a regular basis.
Yes, the plugin supports both Sales and Purchase Invoices, making it versatile for different business models.
Use the Batch Maintenance tool wisely, and always check existing entries before applying new ones.
The system will stop generating invoices for that contract and notify you though the reminder feature.
Yes, use Excel Import/Export or Batch Maintenance to manage multiple contracts efficiently.
Yes, if you use the Post to Sales Invoice option, the system will automatically send the invoices to the client’s email.