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Adding a Custom Item to an Invoice: A Step-by-Step Guide

This guide outlines the process of adding a custom item to a customer invoice using the ‘Items Manager’ feature. This is particularly useful when you need to bill for one-time charges, recurring fees, or bundle specific charges with packages.

1. Accessing the Items Manager

- Click on the nine-dot menu in the upper right corner of the screen.
- Select the “Billing” tab.
- Choose “Items”.

Adding a Custom Item to an Invoice: A Step-by-Step Guide

2. Understanding Item Types

Before creating an item, it’s important to understand the different types:

- Custom Item: This is the most versatile type and encompasses any charge or fee. It can be a one-time charge, a recurring fee, or bundled with packages.
- Fee: This refers to automated charges triggered by a specific event (e.g., hibernation fee, suspension fee, credit card fee).
- Equipment Charge: Use this for charges related to specific equipment or devices.
- Package: This allows for more configurable package settings, including bundling options.
- Service: This is for adding services to packages or invoices, but its use is limited at the moment.

3. Creating a Custom Item

In the Items Manager, click the “+ Add New Item” button.

4. Setting Up Your Item

Code: Enter a unique code for easy identification (e.g., “rental” for equipment rental).
Type: Select “Custom”.
Description: Provide a clear description (e.g., “Rental Charge or Fee”).
Account: While optional initially, it’s recommended to set up a chart of accounts for better financial tracking. This allows you to categorize items as revenue, expense, etc.
Status: Ensure the “Item is Active” toggle is enabled. The date will be set by default.
Click “Add”.

5. Setting the Rate

Go to the “Rates” tab.
Rate Option: Choose how the charge will be applied:
- Non-recurring
- Recurring flat rate
- Percent-based
Set the rate amount (e.g., $10 for a flat rate).
Enable “Allow custom rates per subscriber” if you might need to adjust the rate for specific customers in the future.

Click “Save”.

6. Configuring Tax Settings

Go to the “Tax” tab.
Select the appropriate tax setting:
- Non-taxable
- Use subscriber’s tax settings
- Avalara tax (requires integration with Avalara)
Click “Save”.

7. Managing Access Restrictions (Optional)

Go to the “Access Restrictions” tab if you need to limit user access to this item.

8. Adding the Item to an Invoice

Close the Items Manager by clicking the “X” button.
Return to the subscriber’s profile and the “New Invoice” section.
Click the “+ Other Item” button.
In the search field, type the code you created (e.g., “rental”).
Select the item from the list and click the blue “Add” button.
If the charge is recurring, check the “Recurring” box and configure the settings:
- Proration options
- Auto-suspend
- Expiry date
Set the quantity and verify the tax and final amount.
Adjust the invoice date if necessary.
Click “Save”.

💡 For more information about this and all other features in Visp, reach out to your Visp Client Success Team today.
Phone: 541-955-6900

Email: success@visp.net

Open a ticket via www.visp.net/ticket

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