Generate Periodic Charges

The price schedule allows you to make periodic charges for clients (e.g., quarterly or annual fees). These fees can be monthly, quarterly or annual. The charges can be per company or per person.

For yearly charges you can select the month you want the charge to take place, while quarterly charges are always applied Jan-1, Apr-1, Jul-1, and Oct-1.

Additionally, you can set the frequency to "yearly with adjustments". This will generate a charge once a year for all donors within the company (e.g., if the charge is $2 per employees and the company has 10 employees then it will generate an annual charge of $20). Then each month it will check if the number of employees has increased, and if so, it will charge for the new employees (e.g., if the company adds two employees and now has a total of 12, the system will charge them $4, $2 for each of the two new employees).

Follow these steps to set up your periodic charges:

Step 1. Add the periodic charge.

  1. Click "Billing" from the main navigation.
  2. Click the "Price Schedule" link.
  3. Click on the price schedule to which you want to add periodic.
  4. Click the "details" link on top left.
  5. Fill out the "periodic charge details" on right hand side.
    1. Specify what the charge should be.
    2. Specify how frequently it should occur (monthly, annually, etc)
    3. Specify the "method" (whether it's per company or per person).
    4. Specify the "QB Item" it should be mapped to when you sync to QB (you can leave this blank if you aren't syncing with QB).
  6. Note that the charges won't take effect on the first invoice you generate after adding these periodic charges. The system will start adding periodic charges on the second invoice you generate after you setup periodic charges.

Step 2. Adjust the last periodic charge date.

  • If you want to add additional periodic charges for previous months (e.g., if you just setup periodic charges but want them to take effect retroactively) you can do the following:
    1. Click Groups tab and click on the particular company.
    2. Update "last periodic charge date" to indicate a previous month.
    3. Then the next time you generate invoices it will include all dates since then.

Check out the video tutorial for adding periodic charges.