Recurring and package billing involves tracking client package renewals, calculating remaining sessions, generating invoices, and following up on payments. Handling this manually creates delays and increases the risk of billing errors and missed follow ups.
An automated version monitors renewal dates and session balances, generates and sends invoices with the correct pricing, and reconciles payments as they arrive. This shortens invoice turnaround, reduces overdue balances, and keeps billing records accurate.
The full workflow, from trigger to completion.
A scheduled check reads renewal dates and session balances directly from the tracking sheet each day.
The billing calculates sessions used and applies the correct package pricing tier.
The finalized invoice is generated automatically in the accounting system.
The saved payment method is charged for the invoice amount.
On a successful charge, a receipt is emailed to the client automatically.
On a failed charge, an account manager is notified to manually contact the client and retry billing.
The reconciliation matches the payment to the invoice and updates the client's package balance.
A summary of billing outcomes is posted to the team channel for visibility.
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