What are Bill Runs?
Bill runs are automated billing processes that handle recurring payments for your members. Instead of manually creating invoices and processing payments, the system does this automatically on a schedule you set, ensuring consistent and timely billing for all members.Key Features
Automated Billing
- Generate invoices automatically for recurring memberships
- Process payments using member payment methods
- Handle billing cycles on your schedule
- Manage billing errors and failed payments
Scheduled Processing
- Set up recurring billing cycles (monthly, quarterly, etc.)
- Schedule bill runs for specific dates and times
- Handle different membership types and plans
- Process bulk billing for multiple members
Error Management
- Retry failed payments automatically
- Notify members of payment issues
- Flag problems for manual review
- Track billing success rates and performance
Setting Up Bill Runs
Creating a Bill Run
- Go to Billing → Bill Runs
- Click “Create New Bill Run”
- Configure the bill run:
- Run name - Descriptive name for the bill run
- Billing period - Which period to bill for
- Run date - When to execute the bill run
- Member selection - Which members to include
- Plan types - Which membership plans to bill
- Payment methods - Which payment methods to use
Bill Run Types
- Monthly - Regular monthly billing
- Quarterly - Every three months
- Annual - Once per year
- Custom - Flexible scheduling
- One-time - Single execution
- Trial - Test runs for new configurations
Member Selection Criteria
- All active members - Include all active memberships
- Specific plans - Only certain membership types
- Payment method - Members with specific payment methods
- Location - Members from specific locations
- Custom filter - Custom selection criteria
- Exclusions - Members to exclude from billing
Bill Run Configuration
Billing Settings
- Invoice Generation: When to create invoices
- Payment Processing: When to process payments
- Retry Logic: How many times to retry failed payments
- Grace Period: How long to wait before late fees
- Notification Settings: What notifications to send
- Error Handling: How to handle billing errors
Payment Processing
- Payment Gateway: Which payment processor to use
- Payment Methods: Credit card, bank transfer, etc.
- Processing Time: When to process payments
- Batch Processing: Process payments in batches
- Real-time Processing: Process payments immediately
- Scheduled Processing: Process at specific times
Invoice Settings
- Invoice Template: Which template to use
- Invoice Numbering: How to number invoices
- Due Dates: When invoices are due
- Late Fees: Late payment charges
- Tax Settings: Tax calculations and rates
- Currency: Which currency to use
Executing Bill Runs
Manual Execution
- Go to Billing → Bill Runs
- Select the bill run to execute
- Click “Execute Now”
- Review the execution settings
- Confirm execution
- Monitor the progress
Scheduled Execution
- Automatic Scheduling: Set up recurring bill runs
- Time Zones: Handle different time zones
- Holiday Handling: Skip or delay for holidays
- Error Notifications: Alert on execution failures
- Success Notifications: Confirm successful execution
Execution Monitoring
- Real-time Progress: Watch execution in real-time
- Status Updates: Regular status updates
- Error Alerts: Immediate error notifications
- Completion Reports: Summary when finished
- Detailed Logs: Complete execution logs
Payment Processing
Payment Collection
- Automatic Charging: Charge payment methods automatically
- Payment Validation: Verify payment methods before charging
- Amount Calculation: Calculate correct amounts to charge
- Currency Conversion: Handle different currencies
- Tax Calculations: Add appropriate taxes
- Fee Handling: Process any additional fees
Failed Payments
- Retry Logic: Automatically retry failed payments
- Retry Schedule: When to retry failed payments
- Maximum Retries: How many times to retry
- Escalation: What to do after max retries
- Member Notification: Notify members of failures
- Manual Intervention: Flag for manual handling
Payment Methods
- Credit Cards: Process credit card payments
- Bank Transfers: Handle ACH and wire transfers
- Digital Wallets: Process digital wallet payments
- Check Processing: Handle check payments
- Cash Payments: Record cash payments
- Corporate Billing: Process business payments
Error Handling
Common Errors
- Insufficient Funds: Not enough money in account
- Expired Cards: Credit cards that have expired
- Invalid Payment Methods: Payment methods that don’t work
- System Errors: Technical problems
- Network Issues: Connectivity problems
- Gateway Errors: Payment gateway issues
Error Resolution
- Automatic Retry: Retry failed payments automatically
- Member Notification: Notify members of payment issues
- Alternative Payment: Suggest alternative payment methods
- Manual Processing: Flag for manual intervention
- Escalation: Escalate to management if needed
- Resolution Tracking: Track how errors are resolved
Error Reporting
- Error Logs: Detailed error information
- Error Categories: Group errors by type
- Trend Analysis: Identify recurring issues
- Resolution Times: How long errors take to resolve
- Success Rates: Overall payment success rates
- Improvement Recommendations: Suggestions for improvement
Reporting and Analytics
Bill Run Reports
- Execution Summary: Overview of bill run execution
- Payment Success: How many payments succeeded
- Failed Payments: Details of failed payments
- Revenue Generated: Total revenue from bill run
- Member Impact: How many members were affected
- Error Analysis: Analysis of errors encountered
Performance Metrics
- Success Rate: Percentage of successful payments
- Average Processing Time: How long processing takes
- Error Rate: Percentage of errors
- Revenue per Run: Average revenue per bill run
- Member Satisfaction: Member feedback on billing
- Cost per Transaction: Cost of processing payments
Trend Analysis
- Success Rate Trends: How success rates change over time
- Error Pattern Analysis: Identify recurring error patterns
- Seasonal Variations: How billing varies by season
- Member Behavior: How member payment behavior changes
- System Performance: How system performance affects billing
- Improvement Opportunities: Areas for improvement
Communication
Member Notifications
- Billing Reminders: Remind members before billing
- Payment Confirmations: Confirm successful payments
- Failed Payment Alerts: Notify of payment failures
- Invoice Notifications: Send invoice copies
- Payment Method Updates: Remind to update payment methods
- Billing Changes: Notify of billing changes
Staff Notifications
- Execution Alerts: Notify staff of bill run execution
- Error Alerts: Alert staff to billing errors
- Success Notifications: Confirm successful bill runs
- Manual Intervention: Flag items needing manual attention
- Performance Reports: Regular performance updates
- System Alerts: Technical system notifications
Communication Templates
- Email Templates: Pre-written email messages
- SMS Templates: Text message templates
- Letter Templates: Physical mail templates
- Portal Messages: Member portal notifications
- Mobile App: Mobile app notifications
- Social Media: Social media announcements
Integration Features
Member Management
- Profile Integration: Link billing to member profiles
- Plan Management: Connect with membership plans
- Payment History: Track payment history
- Communication: Send billing communications
Accounting Systems
- Revenue Recognition: Record revenue in accounting
- Invoice Export: Export invoices to accounting
- Payment Reconciliation: Match payments to invoices
- Financial Reporting: Generate financial reports
Payment Gateways
- Multiple Gateways: Support multiple payment processors
- Gateway Switching: Switch between gateways
- Failover: Use backup gateways if needed
- Performance Monitoring: Monitor gateway performance
Best Practices
Bill Run Planning
- Set up consistent billing schedules for predictability
- Test bill runs before going live with new configurations
- Monitor execution closely to catch issues early
- Have backup procedures ready for when things go wrong
Error Prevention
- Validate payment methods regularly to ensure they work
- Keep members informed about billing changes and issues
- Keep systems updated to prevent technical problems
- Train staff on billing procedures and troubleshooting
Performance Optimization
- Process payments in batches to improve efficiency
- Avoid peak processing times when systems are busy
- Manage system resources to prevent overload
- Always look for improvements based on performance data
Troubleshooting
Common Issues
- Bill run failures - Check configuration and system status
- Payment processing - Verify payment methods and gateway status
- System errors - Review logs and contact technical support
- Member complaints - Address billing concerns promptly
Resolution Procedures
- Investigate errors thoroughly before taking action
- Communicate with affected members about any issues
- Fix underlying system issues to prevent recurrence
- Improve billing processes based on lessons learned
Getting Started
- Set up your first bill run with a small group of members
- Test the configuration thoroughly before going live
- Monitor the first few bill runs closely for any issues
- Expand to more members once you’re confident in the system
- Set up regular monitoring and maintenance procedures