Create a Billing Group

Billing Groups are essential for compiling multi-site invoices in bulk through the batch billing process. Batch billing allows you to save time and effort by automatically generating the next invoice due for a customer's long-term rental. 

By setting up billing groups and associating them with specific recurring invoice "templates", you'll save even more time and effort by having ServiceCore compile similar invoices together into a single multi-site invoice for the customer.

Before You Start

Here are some things you should know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• There's no limit to how many billing groups you create for a customer.
• Billing groups are specific to each of your customers and cannot be used to combine multiple customers' invoices together.
• In order for ServiceCore to automatically create multi-site invoices during the batch billing process, a billing group must be associated with the customer's recurring invoice "templates".
• If an existing billing group is edited, the changes will automatically appear across every recurring invoice it's associated with.
• If a billing group is deleted, it'll be removed from every recurring invoice it was previously associated with.

Create a Billing Group

Billing Groups are a feature in ServiceCore designed to streamline multi-site invoicing. They allow you to group recurring invoices together so they can be automatically compiled into a single multi-site invoice during the batch billing process.

To create a billing group for a customer, just follow the instructions below:

1. Inside the customer's profile, click into "Billing Groups".
2. Click on "Add Billing Group".
   
   
3. Name the group in the Billing Group Name field. 
   
   Please Note: Billing group names must be unique.
4. If you add an email address to the Email field, ServiceCore will send the multi-site invoice to that instead of the main email in the customer's profile during batch billing. 
   
   TIP: The email address(es) you add to this field don't have to be associated with an existing contact.
5. Select how much information you want included on the multi-site invoice generated during batch billing.
6. Click "Add New Billing Group" to save it. 
   
   

You'll now see the new billing group in the customer's profile. You can quickly edit or delete it by using the buttons on the right.

Add a Billing Group to a Recurring Invoice Template

After you've created a billing group for a customer, you'll need to associate it with the recurring invoice template(s) you want ServiceCore to include in its batch billing process the next time you run it.

There are 2 ways to add a billing group to a recurring invoice template:

1. From inside a recurring invoice template when you're creating or editing it.
   
   
2. From the Billing Group section in a customer's profile.
   
   

Which method you use depends on whether the recurring invoice template(s) you want to add a billing group to are already created and/or if you want to add a billing group to multiple recurring invoice template(s) at once.

Add a Billing Group to a Recurring Invoice Template via Create/Edit Recurring Invoice

To add a billing group to one recurring invoice template at a time, just follow the below instructions:

1. Open the existing recurring invoice template OR create a new one.
2. At the top, select the billing group to assign in the Billing Group drop-down.
   
   
3. If editing, scroll down to the bottom and click "Save". If creating a new template, continue filling out the rest of the fields and then click "Save".

You'll now see the associated template listed under the billing group name if you click the + button.

Add a Billing Group to a Recurring Invoice Template via Customer Profile

To add a billing group to multiple recurring invoice templates at a time, just follow the below instructions:

1. From the Billing Groups section in a customer's profile, click the "Assign Recurrings to Billing Group" icon.
   
   
2. From the list of existing recurring invoice templates, use the checkbox next to each one to select which template(s) you'd like to associate with the billing group.
   
   TIP: If there are already recurring invoice templates associated with the billing group, those will show as pre-selected.
3. Your selection will auto-save and you'll see a confirmation message on the right. If you deselect a template, that change will auto-save too and you'll see a different confirmation message on the right. 
   
   

You'll now see the associated template listed under the billing group name if you click the + button.

Any recurring invoice template that has an associated billing group will show a MULTI-SITE label when you look at it in your list of recurring invoices.

This is an easy way for you to identify recurring invoices that don't have/need a billing group added to them for batch billing.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!