How do the invoicing cycles work?

When a seat is booked, it will instantly be placed on an invoice. The date on which this invoice is due (invoice date) depends on the invoice cycle you setup for each agent.

We offer seven different invoicing cycles:

1. No invoicing - agents will never receive an invoice.
2. Per seat - every seat is invoiced separately and invoices for bookings are send to the agent in question on the same day the booking was made or on the next day (depending on the exact time the booking was created).
3. Per week - the invoice dates are set to every Sunday.
4. Per month - the invoice dates are set the last day of each month.
5. Per three months - the invoice dates are set to the last day of each quarter: 31st of March, 30th of June, 30th of September, 31st of December
6. Per six months - the invoice dates are set to the end of each half year period: 30th of June and the 31st of December
7. Per year - the invoice dates are set to the 31st of December

 

Is it possible to use some kind of billing in advance?

No, not at the moment. We might change this in the future.

 

How and when are agents invoiced?

Two weeks before the invoice date both the agent and supplier will receive the invoice by email. Furthermore, a message will on the agent's dashboard will inform the agent about the invoice.

 

When I adjust the billing cycle for an agent, how does this affect bookings that already have been made?

Bookings are placed on an invoice at the moment they're created, adjusting the billing cycle does not affect these bookings: they remain on the same invoice. Changes in the billing cycle only affect future bookings.

 

What do I need to do when an invoice has been paid by the agent?

Navigate to the invoice which has been paid and change the status from "closed & due" to "paid".

 

What happens to an invoice when an agent alters the reservation date of a booking?

When the reservation date for a booking has been changed, either by the supplier or the agent, the booking will automatically appear on the corresponding invoice.

 

Will I be notified when an invoice has been send to an agent?

Yes, the same email containing the invoice will be send to the supplier as well. Furthermore, a message will be displayed on your dashboard.

 

How exactly does the billing "per seat" work?

When a seat is booked, it will appear on an invoice with the booking date as invoice date.

 

When I have created an new account for an agent, should I let this agent know about this?

Agents are automatically notified by email when a new account has been setup.

 

When do invoices become available? Can both agents and suppliers access invoices?

Booked seats are placed on an invoice at the moment they're booked. If there's no invoice present, a new one will be created. As of that moment, both the agent and the supplier will be able to access this invoice.

 

Is it possible for suppliers and/or agents to directly modify invoices?

Both agents and suppliers can only alter invoices through bookings, meaning they can either add or remove booked seats from an invoice, adding by creating new bookings and removing by altering the reservation date of a booking.