Client billing settings are the configuration options available to businesses to manage the invoicing and billing process for their clients. These settings typically include a range of options related to billing. This section will explain everything you need to know about client billing settings including internal billing entities, client billing entities, invoice FX rates, VAT rates, default invoice footnotes, and invoice email templates.

1. What Are Client Billings?

Client billing refers to the process of invoicing clients for products or services provided by a business. It involves creating an invoice that details the products or services provided, the cost of each item, and any applicable taxes or fees. The invoice may also include payment terms, such as the due date and any late fees that will apply if the payment is not made on time.

2. Access Client Billing Settings

1. Go to the sidebar and select Client Billing
2. Click Client Billing Settings
3. The client billing settings will show up

There are 8 tabs on the client billing settings page:

• Recurring Invoice Runs Tab
• Fee Codes Tab
• Internal Billing Entities Tab
• Client Billing Entities Tab
• Invoice FX Rates Tab
• VAT Rates Tab
• Default Invoice Footnotes Tab
• Invoice Email Templates Tab

3. Client Billing Entities Tab

3.1. What Are Client Billing Entities?

Client billing entity refers to the billing address of the client or channel partner that the processor wants to charge the bill. It appears on the top right when generating an invoice.

3.2. Create New Client Billing Entities

1. Make sure that client (and end client if exists) is already set up (refer to 📖Manage clients )
2. Click Add new
3. Set up client billing entity name (e.g. A Company)
4. Set up address (e.g. 123 Main Street, Chicago, Indiana, 60657, United States)
5. Set up VAT number
6. Select Client (e.g. A Company)

7. Click Save
8. The new client billing entity will appear in the table

3.3. Edit Client Billing Entities

1. Click on the client billing entity that you want to edit
2. Edit the information
3. Click Save
4. The edited client billing entity will appear in the table

3.4. Delete Client Billing Entities

1. Click on the client billing entity that you want to delete
2. Click Delete

3. Click Yes, I confirm
4. The deleted client billing entity will disappear from the table

3.5. Filter Client Billing Entities

You can choose desirable criteria to filter lists of client billing entities that they want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Client)
3. Set your criteria (e.g. A Company)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

3.6. Sort Client Billing Entities

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

4. Internal Billing Entities Tab

4.1. What Are Internal Billing Entities?

Internal billing entity refers to the billing address and bank accounts of the processor. The billing address appears on the top right below the client billing entity when generating an invoice. The payment information (bank accounts) appears.

4.2. Create New Internal Billing Entities

1. Click Add new
2. Enter client billing entity name (e.g. IntraCharge Management)
3. Enter address and billing country (e.g. 456 Oak Avenue, Springdale, QLD 4000, Australia)
4. Enter invoice next number (e.g. 111)

5. Set up bank accounts
• Bank Name (e.g. Acme Bank)
• Branch Name (optional)
• Bank Address (e.g. 789 Maple Street, Fairfield, VIC 3000, Australia)
• IBAN (optional)
• Sort Code (optional)
• Bank Code (e.g. 001)
• Branch Code (optional)
• Swift Code (e.g. ABCDE)
• Bank Account Name (e.g. IntraCharge Management)
• Bank Account Number (e.g. 111-111111-111)
• Bank Account Type (optional)

📔
Note Users may add multiple bank accounts by clicking “+ Add Another Bank Account” when setting up bank accounts.
6. Click Save
7. The new internal billing entity will appear in the table

4.3. Edit Internal Billing Entities

1. Click on the internal billing entity that you want to edit
2. Edit the information
3. Click Save
4. The edited internal billing entity will appear in the table

4.4. Delete Internal Billing Entities

1. Click on the internal billing entity that you want to delete
2. Click Delete

3. Click Yes, I confirm
4. The deleted internal billing entity will disappear from the table

4.5. Filter Internal Billing Entities

You can choose desirable criteria to filter lists of internal billing entities that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Billing Country)
3. Set your criteria (e.g. Hong Kong)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

4.6. Sort Internal Billing Entities

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

5. Recurring Invoice Runs Tab

5.1. What Are Recurring Invoice Runs?

A recurring invoice run refers to a recurring run to generate invoices for each month. Each invoice run requires a client billing entity and an internal billing entity.

5.2. Create New Invoice Runs

1. Make sure that client billing entity and internal billing entity are already set up (Please refer to “Client Billing Entities” and “Internal Billing Entities”)
2. Click Add Invoice Run
3. Select client billing entity (e.g. Kitsune Electric)
4. Select an internal billing entity (e.g. IntraCharge Management)
5. Set up name (optional)
6. Set up the first (and last) invoice period (e.g. 1/2023)
7. Set up monthly final cutoff day (e.g. 16th)
8. Set up default invoice day (e.g. 20th)
9. Set up default invoice due day (e.g. 7 day(s) after the invoice date)
10. Select the email template type
11. Select default footnote if you want to include a footnote

12. Click Save
13. The new invoice run will appear in the table

5.3. Add Workers in Invoice Run

1. Make sure that a worker of the client is already set up (refer to 📖Manage workers (employees))
2. Click on the invoice run that you want to add workers
3. Click Add Workers
4. Select workers (e.g. Jennifer Kim, Yamashita Moore)
5. Select the first (and last) invoice period (e.g. 1/2023)
6. Set route payroll cost

Route payroll cost is to set whether or not the worker’s payroll costs should be included in this recurring runs’ invoices. Some channel partners uncheck the route payroll cost so that the payroll costs are sent to their end clients.


7. Click Save
8. New workers will appear in the selected invoice run

5.4. Edit Workers in Invoice Run

1. Click on the invoice run that you want to edit workers within that invoice run
2. Click on the worker that you want to edit
3. Edit the information
4. Click Save
5. The edited worker will appear in the table

5.5. Delete Workers in Invoice Run

1. Click on the invoice run that you want to delete workers within that invoice run
2. Click on the worker that you want to delete
3. Click Remove worker from recurring invoice run

4. Click Yes, I confirm
5. The deleted worker will disappear from the table

5.6. Edit Invoice Runs

1. Click on the invoice run that you want to edit
2. Click Edit Recurring Invoice Run
3. Edit the information
4. Click Save
5. The edited invoice run will appear in the table

5.7. Delete Invoice Runs

1. Click on the invoice run that you want to delete
2. Click Edit Recurring Invoice Run
3. Click Delete recurring invoice run
4. Click Yes, I confirm
5. The deleted invoice run will disappear from the table

5.8. Filter Invoice Runs

You can choose desirable criteria to filter lists of invoice runs that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Client)
3. Set your criteria (e.g. Kitsune Electric)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

5.9. Sort Invoice Runs

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

6. Fee Codes Tab

6.1. What Are Fee Codes?

Fee code refers to a column of values in Fee Instruction. When the fee instructions are added to fee codes (columns), a list of fee codes appears in the invoice. (refer to 📖Manage fee instructions for more details.)

There are two types of fee codes:

• Worker fee: The fee that is charged to the worker
• Client fee: The fee that is charged to the client

6.2. Create New Fee Codes

1. Click Add Code
2. Enter fee code name (e.g. Accrued Severance)
📔
Note Accrued severance is a type of fee code that refers to the severance pay that an employee has earned but has not yet received.
3. Set up fee code type (e.g. Worker Fee)
4. Set up line item name (leave blank to use the fee code name)
5. Set up limit to selected country (leave blank to apply to all country)
6. Set up default frequency (e.g. Case-by-case)
7. Set up xero account code
8. Set up applicability

9. Click Save
10. The new fee code will appear in the table

The new fee code also appears in 📖Manage fee instructions

6.3. Edit Fee Codes

1. Click on the fee code that you want to edit
2. Edit the information
3. Click Save
4. The edited fee codes will appear in the table

6.4. Archive and Unarchive Fee Codes

Users cannot delete the fee code directly, but instead, user may archive pay code.

To archive fee code:

1. Click on the fee code that you want to archive
2. Click “Archived” to make it checked

3. Click Save
4. The status of selected fee code will change to “Archived”

To unarchive fee code:

1. Click on the fee code that you want to unarchive
2. Click “Archived” to make it unchecked

3. Click Save
4. The status of the selected fee code will change to “Active”

6.5. Filter Fee Codes

You can choose desirable criteria to filter lists of fee codes that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Type)
3. Set your criteria (e.g. Client Fee)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

6.6. Sort Fee Codes

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

7. Invoice FX Rates Tab

7.1. What Are Invoice FX Rates?

Invoice FX rates refer to currency exchange rates for invoices. It is normally imported by a template every month, but the user can also add FX rates manually. Invoice FX rates appear when generating invoices containing different currencies.

7.2. Create New Invoice FX Rates

There are 2 ways to create new invoice FX rates:

a. Add New Invoice FX Rates Manually

1. Click … at the top-right corner
2. Click Add FX Rates Manually
3. Select “Month” (e.g. 1/2023)
4. Select “From (Billing) Currency” (e.g. US Dollar)
5. Select “To (Local) Currency” (e.g. Japanese Yen)
6. Set up “To Value (Exchange Rate)” (e.g. ¥127.864850433494 for $1)
7. Select “Date of Exchange Rate” (e.g. 01/13/2023)
8. Set up remarks (optional)

9. Click Save
10. The new FX rate will appear in the table

b. Upload Invoice FX Rates

Invoice FX rates can be made using a template and uploaded to the system.

1. Download a template. The template can be downloaded here

Invoice FX Rates Upload Template.xlsx121.9KB

or you can download the template from the browser


2. Fill out the excel file


Here is an example file for you to test uploading

Invoice FX Rates (2023 01).xlsx25.3KB

3. Click Import
4. Select “Month” (e.g. 1/2023)
5. Click Import
6. Upload your file
7. The uploaded FX rate will appear in the table of the selected month

7.3. Edit Invoice FX Rates

1. Click on the invoice FX rate that you want to edit
2. Edit the information
3. Click Save
4. The edited invoice FX rate will appear in the table

7.4. Filter Invoice FX Rates

You can choose desirable criteria to filter lists of invoice FX rates that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Month)
3. Set your criteria (e.g. Jan 2023)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

7.5. Sort Invoice FX Rates

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

7.6. Export Invoice FX Rates

1. Click Export
2. The invoice FX rates will be downloaded to your device in Excel format

7.7. Delete Invoice FX Rates

1. Click on the invoice FX rate that you want to edit
2. Click Delete

3. Click Yes, I Confirm
4. The deleted invoice FX rate will disappear from the table

8. Vat Rates Tab

8.1. What Are VAT Rates?

VAT rates refer to the value-added tax rates that apply to invoices in the client billing module. When the VAT is set, it is added to the invoice with some exemptions.

8.2. Create New VAT Rates

1. Click New VAT Rate
2. Set up start month (e.g. 3/2023)
3. Select billing country (e.g. Hong Kong)
4. Set up VAT percent (e.g. 6%)
5. Set up VAT name (e.g. Hong Kong VAT)
6. Set up VAT exemptions for disbursements, expense reimbursements and out of pocket
7. Select VAT exemptions for fee codes (you may add a new fee code here)

8. Click Save
9. The new VAT rate will appear in the table

8.3. Replace VAT Rates

Users may not edit or delete VAT rates in the past months directly, but instead, users can update VAT rates in the current month onward. Users can refer to the step Create New VAT Rate to replace the VAT rate with a new rate.

8.4. Filter VAT Rates

You can choose desirable criteria to filter lists of VAT rates that you want to display in the table.

1. Click Filters
2. Select criteria that you want to filter (e.g. Month)
3. Set your criteria (e.g. Mar 2023)

4. The filtered values regarding your criteria will show up in the table

The filter can be set and edited from the bar above the table as well.

8.5. Sort VAT Rates

The table can be sorted alphabetically and numerically in descending and ascending order.

• If data in the selected column is alphabetic data, it will be sorted alphabetically
• If data in the selected column is numerical data, it will be sorted numerically
• If data in the selected column is in date format, it will be sorted from newest or oldest

The table can be sorted by one column at a time.

1. To sort based on that column, click on the head of a column until you get the desired sort

#️⃣

Symbols

Not Sorted

Ascending Order

Descending Order

2. The sorted table will show up

9. Default Invoice Footnotes Tab

9.1. What Are Default Invoice Footnotes?

Default Invoice Footnotes appear as a footnote at the bottom of the invoice.

9.2. Edit Default Invoice Footnotes

1. Enter footnotes
• It is possible to type in various formats: bold, italic, and underlined.

2. Click the up arrow icon to save the footnote

10. Invoice Email Templates Tab

10.1. What Are Invoice Email Templates?

Default Invoice Footnotes appear as a footnote at the bottom of the invoice.

• Variable: There are 5 variables that users can use to attach to the subject and body of an email template. These variables are replaced by the actual values when generating the email.
• Client name
• End client name
• Invoice month
• Issue date
• View invoice link
• Conditional: You can set up a condition to a part that is only for the end client with the conditional “Invoice is for end client”. The part in the yellow box is shown to the end client only.

10.2. Create New Invoice Email Templates

1. Click Add new email template
2. Set up name (e.g. Invoice done Vital)

3. Set up subject (Check your invoice done!)
📔
Note You can insert variables to the subject of the email template

5. Set up body
📔
Note You can insert variables and conditional to the subject of the email template

6. Click Publish or Save as draft to publish and set as draft respectively
7. The new invoice email template will appear in the table
• The invoice is shown in the table with the status “Published” if you publish it, and “Not Yet Published” if you save it as a draft.

10.3. Edit Invoice Email Templates

1. Click on the template that you want to edit
2. Edit the information
3. Click Publish or Save as draft to publish and set as draft respectively
4. The template will change accordingly

10.4. Delete Invoice Email Templates

1. Click on the template that you want to edit
2. Click Delete

3. Click Yes, I Confirm
4. The deleted invoice email template will disappear from the table

Next: Fee Instruction