Settings

Bill profile settings include billing cycle rules, branding options, collection templates, BillCenter.net specifications and fees.

  1. To create a bill profile go to the Settings menu and select the Bill Profiles link in the menu.

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  2. Click the New button to create a new profile or select an existing profile by clicking the name of the profile to edit.
  3. Next, select the settings under each tab for the profile you wish to create.

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On this page:

Billing Rules

The Billing Rules tab contains numerous settings related to the billing rules of the account.

Helpful Hint:  When naming the profile, use a Name that will summarize or specify the content of the profile.

  • The Lead Days field can be used to add a number of days the charges on an account will be generated before statements will be generated prior to the actual cycle date.
  • The Lead Months field is used to specify the number of billed months ahead of the current month that an account will be billed. Leave a "0" if billing the previous month's monthly recurring charges. Set to “1” if billing the current month’s monthly recurring charges.
  • The Terms Days field is used instead of selecting a specific due date for the customer's statement. If setting a due date, leave this field blank. The term days is the number of days the bill will be due after the cycle date.

Helpful Hint:  If you happen to have both Due Date and Term Days set, Due Date always overrides Term Days

Helpful Hint:  If you wish to have the ability to override a due date on a single customer, you must use Term Days and then use the Override Term Days on the Customer Profile of that customer... there is not a way to override a Due Date on an individual customer basis

  • The Post Charges Upon Order Completion field is used if you would like to override at the bill profile level the ability to post charges to the account only after an order is complete, rather than immediately posting. This is typically set at the product level individually.

 Helpful Hint:  Most customers find that checking this box is the correct behavior at the product level for MRCs.  For NRCs like connect fees or one time equipment charges, you can use this box selectively to determine if you want those charges to wait until the order is completed to bill or if you want to have the charges generate at the time they are selected so you have the option to bill for those one time charges immediately.

Helpful Hint:  In order for this option to work as designed, the product must have "Creates Order" selected.  If the product is not configured to create an order, the charge will apply to the account immediately by default

Cycle Settings

The terms of the customer's billing are specified under the Cycle Settings and Cycles sections of this page.

1.  Select a Type.

  • Cycle – Allows for one or multiple monthly cycles to be set.
  • Daily – The customer's activation date becomes their cycle date. Also know as anniversary billing.

2.  Select a Direction.

Note:  This ONLY affects the first bill when a customer is activated and the customer is on cycle billing. After the first bill, the customer follows the normal billing rules as all the other customers on this bill profile.

  • Forward– For Cycle Billing, if you want to charge prorated charges for the current month plus the next month's charges, then choose this option. 
    • Example: Current cycle is 10/1 and you have billed your customers for 10/1 through 10/31 already. Customer activates on 10/8. When activated, the customer receives a bill for 10/8 through 10/31 and (if advance month is 1) 11/1 through 11/31.
  • Backwards– For Cycle Billing, if you want to charge only the prorated charges at the time of activation you can send the customer an initial bill immediately. They will then bill for the next cycle's charges when the rest of your customers do on the cycle date.
    • Example: Current cycle is 10/1 and you have billed your customers for 10/1 through 10/31 already. Customer activates on 10/8. When activated, the customer receives a bill for 10/8 through 10/31.
    • This is an option so that you can prevent initial bill sticker shock.
  • Closest – Select this option to just select the closest cycle date.
  • Prorate Partial Cycles - Select to prorate charges when using the Cycle option.

Cycles

If using the Cycle type, set the Cycles up at the bottom of the screen.  If Daily billing, leave the Cycle section blank.

  • The Activation Day Min is the first day the customer will be placed on a cycle day.
  • The Activation Day Max is the last day the customer will be placed on a cycle day.
  • The Cycle Day is the actual day the customer's charges will cycle.
  • The Due Day is the due date printed on the customer's statement.

Helpful Hint:  If you happen to have both Due Date and Term Days set, Due Date always overrides Term Days

Helpful Hint:  If you wish to have the ability to override a due date on a single customer, you must use Term Days and then use the Override Term Days on the Customer Profile of that customer... there is not a way to override a Due Date on an individual customer basis

Multiple cycles can be set during a month so that different groups of customers can receive a bill during periodic times of the month. An example of one monthly cycle is included below.

Settings

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  • The Sort Order and Color are optional fields that allow you to specify the order the profiles appear and the color of the text for the profile name as it appears in the customer profile
  • The Receipt field can be left to the default option unless a custom payment receipt is required for the customer (only necessary if you take payments in your office and need to print receipts for those in-person payments)
  • The Class Default option needs to be set to the type of account that will be entered most often when using this profile
  • Select Require Auto Debit if customer accounts will be required to provide auto debit information. Leave unchecked if this is not supported or required
  • Select Disable Ticket Creation if the customers will not be able to create trouble tickets
  • The Default Minimum Usage field will allow the user to set a minimum billed amount of usage for the customer (optional)
  • The Deposit fields allow for specifying a number of hold months and default amount required for deposit per bill profile (optional)
  • Ignore Credit Score field unless integrated with a 3rd party provider
  • The Auto Debit Credit field allows for a recurring credit to be added to an account each month if the customer pays by Auto Debit (optional)
  • Select Enable CDR Downloads under the CDR File Management section to allow customers to download usage records

Merchant Profiles

This section is only applicable when processing payments electronically in Rev.io.  Available Merchant Profiles can be designated per Bill Profile for Credit Card and E-Check processing. Rev.io can help if you need to alter or set up a Merchant Profile.

Address

The remit address is specified in the Address tab.

By default, Remit Address is selected as the option and you can enter your remit address to print on your bills.

Optionally, you can select the Message option and personalize that and the message will print on the bill instead of the remit address.

Printing

The Printing tab settings are used to set a variety of options. Some of these options are only applicable to certain types of providers.

  • Print Profile – This field defaults to PDF. Do not change this default unless specified to do so by Rev.io. This field is used when working with a 3rd party print vendor.
  • Default Bill Method – This can be adjusted to change the default bill receipt method on new customers from Email to Print or both.
  • Default Print Type – This cannot be adjusted in most cases. Do not change unless specifically told to do so by Rev.io. This field is used when working with a 3rd party print vendor.
  • Logo Selection - Allows user to select from multiple logos if desired
  • Print Minimum – Enter an amount in this field to set a minimum bill amount for printing a bill.
  • Print Surcharge – Set an amount in this field to autmatically apply a print surcharge to a bill if the customer has requested a printed bill
  • Bill Columns - Select 1 or 2, depending on whether you want single column bill or double column bill.

Under the Advanced section:

  • First Bill Alternate Print Profile - Ignore unless specifically directed by Rev.io to use this field.
  • Send First Bill – Ignore unless specifically directed by Rev.io to use this field.
  • Show First Bill's Details – Ignore unless specifically directed by Rev.io to use this field.
  • Print Letter for First Bill - Ignore unless specifically directed by Rev.io to use this field.
  • Show Call Details – This option is no longer used. Call details are managed at the customer account level.
  • Itemize Local Calls – This option is no longer used. Call details are managed at the customer account level.
  • Show LD Charges – This option is no longer used. Call details are managed at the customer account level.
  • Zero-Pad Account Codes to Length - Ignore unless specifically directed by Rev.io to use this field.

Collections

In the Collections tab the user can select the Collections Template associated with each profile. Templates are pre-configured under the Settings tab on the Collection Templates link.

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  • Disconnect – Define the terms and amount of fees automatically applied when a disconnect occurs on an account.
  • Deny – Define the terms and amount of fees automatically applied when a deny or suspend order is issued on a customer's account.
  • Late Fees -

Days - Select the number of days after the due date to apply the late fee.

Minimum - Select the minimum balance for a late fee to apply. Can be zero or a selected minimum amount

Flat Fee or Percent Fee - Late fees can be either a flat fee or percentage fee.

Minimum Late Fee Charge - A minimum late fee charge can also be specified.

Apply Per Service - You can apply one late fee or one per each service

Late Fee Exception 1 & 2 - Up to two late fee exemptions are also supported in this section. Late fee exemptions can be added at the state level.

  • Early Termination – Set a standard fee that will be automatically added to a customer's account if the customer terminates a contract early.
  • Bounced Payment – Specify the fee and description that will be added to the customer's account when a payment is marked as Bounced.

Messages

Within the Message tab, custom messages can be created for display on all customers' statements that are a member of that bill profile. There are multiple options for creating messages and you can configure more than one message to show... they will all show in boxes at the top of the Bill and will just stack on top of each other.

Helpful Hint:  If you would like any verbiage on your bills about how to contact you if your customer has a question or issue with their bill, information on your business hours, or other items, one of the Message fields is the best place for that type of information.

The Special Message appears at the top and the  Default Message would appear under that.

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The ACH Message shows for just those customers enrolled in Auto Debit for ACH/E-Check and the CC Message shows for just those customers enrolled in Auto Debit with a Credit Card.

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As an alternate, the Regular Message would go out to the customers that are NOT enrolled in any form of Auto Debit.

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Orders

Fees related to the order process can be configured under this Tab. Leave at 0.00 where not applicable. These fees are automatically applied to the account when these options are selected in the Change Order Wizard in Rev.io.

Other Settings

Check the Prorate Disconnects box if you would like to enable that functionality

Suspend Type - Allows you to choose which calls are suspended (Incoming, Outgoing, or All) if you choose to suspend calls on Deny orders

Other Fees - Fees related to the order process can be configured under this Tab. Leave at 0.00 where not applicable. These fees are automatically applied to the account when these options are selected on the Order.

States

The States tab can be ignored in most configurations. Ignore unless otherwise instructed by Rev.io.