This article covers:
- Setting your invoice date
- Configuring your invoice settings
- Requiring payment methods
- Enabling auto payments
- Choosing how to charge for bookings & check-ins
Setting your invoice date
You must determine your desired organization billing date (day of the month your invoices and finalized and become due) before you start using Optix. This field is by default the 1st of the month, and can only be edited until such time that invoices are created in Optix.
To determine if your billing date has been locked:
- Select Settings from the left-hand menu, then click Invoicing & payments
- If you see a greyed out bar under 'Invoice billing date' your billing date is indeed locked, otherwise you will be able to edit this field
For further support with invoice billing dates, please contact support@optixapp.com
Configuring your invoice settings
Most of your invoice and payment settings can be configured by clicking Settings from the left-hand menu and then Invoicing & payments. From this screen, you will be able to set your:
- Organization tax number (VAT/GST/HST etc.)
- Tax rate to be applied to all invoice charges
- Currency
- Invoice notification preferences
- Invoice information (custom header, address displayed on invoice)
- Payment instructions (when specified, these will appear on all invoices)
Requiring payment methods
Requiring payment methods from users is a great way to set your organization up for hassle free billing. If you wish to enable auto payments (read on for more info), requiring payments methods is a recommended first step.
- Click Settings from the left-hand menu, then click Invoicing & payments
- Enable the toggle next to 'Require new users to add a payment method'. Enabling this will require all users to input a payment method before they can perform any actions within your workplace app.
NOTE: this option will only show after you have connected a payment gateway on the 'Integrations' screen.
When the requirement is enabled, you can exempt specific users or teams from this requirement. You may wish to do this for members who pay by alternative method outside of Optix (e.g. check, cash, or direct bank account transfer).
- Click Users from the left-hand menu (click Teams tab if applicable)
- Locate the user/team who you'd like to manually disable auto-payments for, and click their name
- Select Account from the side panel
- Within the 'Payment Method' section, disable the toggle next to 'Required'
Enabling auto payments
Optix is capable of completely automating the billing process for your organization. In order to get the most out of auto payments, it is recommended that in addition to enabling the auto payment setting, you also require users to add a payment method to their Optix account as described in the section above.
- Click Settings from the left-hand menu, then click Invoicing & payments
- Enable the toggle next to 'Automatically process payments for all invoices on the billing date'.
NOTE: this option will only show after you have connected a payment gateway on the 'Integrations' screen.
NOTE: Enabling this setting will automatically process payments for any users who have a payment method attached to their account in Optix.
If you don't wish to have auto payments enabled at the organization level, users will be able to choose if they have payments triggered manually or automatically from within the app. In this case, you can see who has elected to have auto payments by viewing the 'Account' section under the User or Team side panel.
Choose how to charge for bookings & check-ins
When a booking or check-in is created, Optix will always first look to see if there is an available plan allowance to which it can be charged. If no allowance is available, an automatic charge will be raised for the applicable user or team. These charges can be invoiced immediately, or added to the users upcoming invoice.
From the Invoicing & payments page, use the drop down menu next to 'Apply any additional charges' to choose how you want to invoice these charges.