Recurring per-seat billing requires pulling current seat counts, manually prorating mid-cycle changes, and cross-checking figures against prior invoices before anything can be sent.
An automated version pulls live seat data, calculates proration, and generates and sends invoices without manual re-entry. Payment status and collections follow-up are tracked automatically, shortening the billing cycle and reducing disputes.
The full workflow, from trigger to completion.
Triggers the monthly billing run on each client's contracted billing date.
Seat Reconciliation pulls the current active seat count and compares it to the prior billed count.
When seat change exceeds 5%, the Finance Manager reviews the flagged account before billing continues.
Subscription record is updated with the confirmed seat count and prorated charges.
Invoice Generation creates the invoice and sends it to the client directly.
Invoice details sync automatically for the general ledger.
Collections sends a payment reminder once an invoice passes its due date unpaid.
Tracker is updated with the final billed seats and payment status, closing the cycle.
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