Documentation Series

Learn About VISP App Dashboard

Help Documentations / Billing / Configure Invoice Defaults

Configure Invoice Defaults

1. What are Invoice Defaults?

Invoice Defaults lets you set the global invoicing schedule and triggers for customer statutes and automation in Visp.

How to Access Invoice Defaults?

2. Click the nine-dot menu in the upper right corner to open the VISP Admin Page.

3. Click on Billing

4. Select Invoicing

5. Click on Invoice Defaults

Enable Custom Dates for Billing

6. Enable Flexible billing options per subscriber.

For any billing type (fixed or flexible), set custom dates for invoice, due day, term start, and auto-pay for customers.

7. Select Flexible

A Flexible Billing cycle, by default, starts on a customer’s sign-up date. We shall cover the Flexible Billing cycle in a separate guide.

For now, the focus will be on setting a Fixed Billing cycle.

How to Configure for Fixed Billing?

8. Select “Fixed” Billing

Invoices are created and sent on the same day each billing cycle, no matter when the customer signed up for service.

For instance, a default schedule for most ISPs is to set a monthly fixed billing cycle where invoices go out on the 1st of every month, no matter the sign-up date.

9. Set the Invoice Day

This is the day when the system automatically generates your customers’ invoices.

10. Click and use the dropdown to select a specific date.

Most ISPs on the “Fixed” billing schedule select the 1st of the month as the default invoice date.

You can choose a date that best suits when you want to collect most of your customer payments.

11. Select a Due Day

Set when generated invoices sent to customers become due.

12. Set the Term Start Day

A billing term start day refers to the specific day of the month when a billing cycle begins for a particular service or subscription.

It is the starting point for calculating the duration of the billing period.

For example, if your billing term start day is on the 1st of the month, then your billing cycle will typically run from the 1st to the last day of that month.

13. Set the “Autopay Day”

On this particular date, subscriber payments get processed.

14. Set to “Advance by a Month”

Set default billing schedules a month ahead for due dates and term starts on all invoices and statements.

15. Click on Apply Invoice Due Day settings to “all invoices”

You can apply the default invoice schedule dates to all invoices, including custom ones and those with prorate/setup fees.

16. Select subscriber-based (default)

In a subscriber-based billing model, customers pay a fixed amount regularly, like monthly or yearly, to use a product or service.

Companies with subscription services, like streaming platforms, software-as-a-service (SaaS) providers, and online publications, use this model. The subscription fee is automatically charged to the customer’s credit card or bank account.

17. Use “invoice-based” billling.

On the other hand, invoice-based billing is a payment model where customers are billed for the products or services they have purchased on a one-time basis. Invoicing is typically done on a monthly basis, and the customer is required to pay the invoice within a specified period, such as 30 days.

18. Use the dropdown and select a date when you want the subscriber status to turn Due.

This feature enables you to modify the customer’s status between green (paid up) and yellow (due). It is separate from the actual invoice due date and allows you to trigger a status update ahead of time. This gives you a visual cue regarding the customer’s account being due or close to due.

19. Click on “all invoices”

You can apply the “Change Subscriber status to Due” setting for all invoices, including custom ones and those with prorate/setup fees.

20. Set the “Change Subscriber status to Past due” condition.

Click on the dropdown before the “days after its Invoice Date of their recurring invoice and if unpaid” option.

21. Use the dropdown and select a day.

When a subscriber’s account remains unpaid after their recurring invoice date, this option will change their status to past due based on the number of days elapsed. Additionally, for those using flexible billing, the system can automatically calculate until the end of the subscriber’s term.

22. Enable “Auto-calculate to end of term for subscribers on flexible billing.”

Allows for the calculation of charges or payments for the remainder of a subscription term.

23. Toggle, “Day after its Invoice Due Date”

Marks an invoice as past due immediately after the invoice due date.

24. Enable for all invoices.

You can apply the “Change Subscriber status to Past Due” setting for all invoices, including custom ones and those with prorate/setup fees.

25. Click on Paid-through Date Settings: Custom Invoices

26. Click on If unpaid, rollback subscriber’s paid-through date to the custom invoice’s

Configure Paid-Through Date on Custom Invoices
27. Click on If unpaid, rollback subscriber’s paid-through date to the custom invoice’s

The paid-through date is the date until which the subscriber’s payment covers. By moving back the date, the system acknowledges the subscriber’s account isn’t in good standing due to an unpaid bill.

28. Select whether to roll back to the Invoice Due Date or the Invoice Date.

If a payment is not received by the due date, some companies might roll back services or benefits to the invoice date, effectively recognizing that the services or benefits were not paid for.

Rolling back to the “invoice date” or “due date” depends on the specific circumstances and the policies of the company.

Configure Invoice Items
29. Enable or Disable the options for Invoice Items

  • Use the Item’s type for the ITEM column.
    • In Visp, items have a specific category that can be shown as a column on system invoices.
  • Show the ITEM column on the invoice PDF
    • Item columns can be shown on PDF invoices.
  • Display partially / fully reversed items in the invoice and their reversal credit memo.
    • You can display reversal credit memos for items partially or fully reversed on an invoice, and also show the reversed items on the invoice.

30. Save your work when done.

31. Toggle “Update status for all invoices now.”\

This feature lets you update all invoice statuses. With the status behavior settings changed, you can apply changes instantly.

32. Select “Wait for the scheduled status update script to update invoice status.”

You can choose to wait for the scheduled update script to update invoices and customer status. Choosing the invoice status option allows you to rely on the regular system updates for invoice and customer status changes.

33. Click on Ok to save your changes.

💡 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

1. Enable Automatic Payment of Invoices to VISP.net

To enable the automatic payment of your invoices to Visp.net, go to the menu in VISP and select My VISP. Scroll and expand Payments. Add the person’s email address who will receive your billing reminders or notifications from Visp.net. Add an amount to the Balance…

2. Taxes

VISP supports integration with Avalara for automated taxation. It’s also designed to manage tax settings that support multiple criterias for every transaction. To add a tax setting, go to Main Menu > Invoicing > Taxes and clicking on the plus sign or Add New…

3. Supported Merchant Processors

Choose the processor that works best with your billing operations; many of the top gateways integrate with VISP. Payment Solutions is a “white-glove concierge” service that ensures you get the best rates and features for your ISP. You’ll work with professionals that…

4. Late Fee or Re-billing Fee

Late fees and re-billing fees are charges that may be added to your subscribers when they have been past due for a specified number of days. They encourage your subscribers to pay on time to avoid paying late or re-billing fees. Go to Main Menu > Invoicing >…

5. Update Billing Cycle

For UBO or desktop (Java) version, refer to this link. To change or update the billing cycle of a subscriber, first click and open your subscriber’s list. Click on a subscriber’s account. Click on the Billing Options tab. In the section labeled Cycle, you can click…

6. Refund Payments

For UBO or desktop (Java) version, refer to this link. Whether it’s a mistake in receiving payments or a discount you forgot to enter, the Refund feature is your life-saver. To process a refund, you first need to have the Payment refunding function enabled in your…

7. Receive Payments

Let’s say your subscriber has seen the invoice you sent and has already paid. You need to acknowledge that payment and record it in that subscriber’s register: this is “posting a payment” in the software To receive payments from subscribers, first go to your…

8. Print Invoices

For UBO or desktop (Java) version, refer to this link. In VISP, you may print invoices individually or by batch. Here’s how to print it individually: Click on a subscriber’s account. In the Transactions section, click on the invoice you want to print. Once the…

9. Add Scheduled Actions (Reschedule Late Fee / Suspension)

To reschedule suspensions and late fees to another date, go to your subscribers’ list and pick a subscriber. In the subscriber’s profile, go to the Logs section. Click on the vertical ellipsis ⋮ or the three dots . on the account

10. Enable and Set Paper Invoices

For UBO or desktop (Java) version, refer to this link. Some of your subscribers may want to have printed invoices. The Paper Invoice Fee feature allows you to set a default value and setting when Paper Invoice is enabled for your subscribers. To set up or configure…

11. Enable and Set Grace Periods

For UBO or desktop (Java) version, refer to this link. A grace period is the amount of time you give your subscribers so they can pay their balance due without getting suspended. For example, if payment is due on the 10th of the month and the grace period was set for…

12. Edit an Invoice

For UBO or desktop (Java) version, refer to this link. To edit an invoice in an account, first go to your subscriber list. Click on a subscriber’s account and do the following: In the Transactions section, select the invoice you want to edit. Or under Packages and…

13. Delete an Invoice

For UBO or desktop (Java) version, refer to this link. To delete an invoice, first go to your subscriber list. Click on a subscriber’s account, and do the following: In the Transactions section, click on the invoice you want to delete. If you want to delete the…

14. Add Equipment Charge to an Invoice

For UBO or desktop (Java) version, refer to this link. A Credit Memo reduces the Accounts Receivable (AR) from a subscriber. Use a credit memo when adding a one-time credit (discount) to an account, or reversing a charge. To add a credit or debit memo to an account,…

15. Add a Custom invoice

For UBO or desktop (Java) version, refer to this link. Each of your subscribers already has an automatically generated invoice based on the package services he/she is availing from you. However, if a subscriber has additional items to pay for (like rented or purchased…

16. Adding a Credit or Debit Memo

For UBO or desktop (Java) version, refer to this link. A Credit Memo reduces the Accounts Receivable (AR) from a subscriber. Use a credit memo when adding a one-time credit (discount) to an account, or reversing a charge. To add a credit or debit memo to an account,…

17. Bill-to-Another Feature

Use the Bill-to-Another feature to pay for an item on another customer’s bill. Customer A (Parent Account) is paying for an item on Customer B’s (Child Account) invoice. First, go to Customer B (Child Account), and hover over the item. Click on the vertical ellipsis…

18. Add Scheduled Actions

To reschedule suspensions and late fees to another date, go to your subscribers’ list and pick a subscriber. In the subscriber’s profile, go to the Logs section Click on the vertical ellipsis ⋮ or the three dots . on the account Click on Add Scheduled Action On the…

19. Credit Memo Redesigned

In VISP, a credit memo or a credit note is a commercial document issued by an ISP to a subscriber account that reduces the amount of money the subscriber owes. It is used when services are canceled, when products (devices) are returned or not delivered, or when a…

20. Chart of Accounts

1.Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 2. Click on Billing. 3. Select Chart of Accounts 4. Click on “Add New Account” 5. Enter a Chart of Accounts code. 5. Enter a Chart of Accounts code. 6. Use the dropdown to select a Chart…

21. Add and Configure Taxes

1. Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 2. Click on Billing. 3. Select Invoicing 4. Select Invoicing 5. Enter a new label for taxes. 6. Toggle “Require selection upon adding new subscriber.” to require the selection of a tax…

22. Add and Configure Taxes

1. Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 2. Click on Billing. 3. Select Invoicing 4. Select Invoicing 5. Enter a new label for taxes. 6. Toggle “Require selection upon adding new subscriber.” to require the selection of a tax…

23. Bundled Charges – Packages and Items

1. Click the nine-dot menu in the upper right corner to open the Visp Admin Page 2. Click on Billing. 3. Select Items 4. To create a new custom item that will be bundled or included in a package, follow these steps: Click on Add New Item Enter a unique item code From…

24. Lock Transactions: Activate and Configure

1. Click the nine-dot menu in the upper right corner to open the Visp admin page. 2. Click Billing. 3. Select Invoicing. 4. Click on Accounting Controls. 5. In “Warn Users on Closed Books,” toggle, “Automatically warn users on closed books.” 6. Set a “Closing Date” 7….

25. Enable and Configure the Auto-Bad Debt Write-Off Feature

1. Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 2. Click on Billing 3. Select Auto Actions 4. Scroll to the Write-Off Settings 5. Toggle to enable the, “Auto bad debt write-off for archived subscribers.” 6. Click on “Balance…

26. Set Manual Invoice Dates

1. Click on Subscribers 2. Search for the subscriber or select from the list. 3. Click on Packages & Invoices 4. Click on the three dots (vertical ellipsis) 5. Select New Invoice 6. Click to set a new date. ⚠️ Invoice dates must be set ON or PRIOR to the bill…

27. Setup Your Merchant, Autopay, and Payment Retry Settings

Configure Your Payment Gateway 1. Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 2. Click on Billing 3. Select Payments 4. Click on Payment Gateways 5. Select a Payment Gateway 6. Enter the API or credentials for your Merchant Account…

28. Setup Your Merchant, Autopay, and Payment Retry Settings

Configure Your Payment Gateway 1. Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 2. Click on Billing 3. Select Payments 4. Click on Payment Gateways 5. Select a Payment Gateway 6. Enter the API or credentials for your Merchant Account…

29. How to Create a New Invoice and Add Invoice Items

1. Click on Subscribers 2. Search for the subscriber or select from the list. 3. Click on Packages & Invoices 4. Click on the three dots. 5. Select New Invoice Add Custom Invoice Items 💡 Add a new invoice or edit an open invoice in order to add new items. 6….

30. How to Void an Invoice?

1. Click on Subscribers 2. Search for the subscriber or select from the list. 3. Click on Transactions 4. Select an Invoice. 5. Click on the three dots. 6. Select, “Void this Invoice.” 7. Read and acknowledge the pop-up message. Click, “Yes,” to continue. 8. Invoice…

31. How to Add a Credit Memo?

1. Click on Subscribers 2. Search for the subscriber or select from the list. 3. Click on Packages & Invoices 4. Click on the three dots. 5. Click on “New Credit Memo.” 6. Input a Memo description. 7. Choose an invoice to apply this credit memo. 8. Or set the…

32. Add a One-Time Discount

1. Click on Subscribers 2. Search for the subscriber or select from the list. 3. Click on Open 4. Select a current invoice. 5. Click on + Other Item 6. Search an item or select from the list. 7. Click on Add new item… 8. Input “Discount” for the Item Type. 9. Input…

33. Configure Invoice Defaults

1. What are Invoice Defaults? Invoice Defaults lets you set the global invoicing schedule and triggers for customer statutes and automation in Visp. How to Access Invoice Defaults? 2. Click the nine-dot menu in the upper right corner to open the VISP Admin Page. 3….

34. Process Payments to Visp

This feature or section lets Application Users pay their Visp bill and save their cards or bank accounts for one-time or recurring payments. You can also view your items and balance due in the account information. 1. Click the nine-dot menu in the upper right corner…

35. Configure Primary, Billing, and Contact Us Information

There are three essential areas in Visp.net that must be initially configured: the primary contact, billing contact, and the Contact Us information in your CRM’s brandable portal settings. Primary Contact Contains the email address used when sending customer…

36. Credit Memo

Use Cases for Credit Memo: If you made an invoice error like overcharging or listing incorrect quantities, issue a credit memo to fix the mistake, keep accurate records, and avoid customer issues. Some customers prefer account credits over refunds. Apply a credit memo…

37. Grace Periods and Grace Amount Settings

This covers the activation of the Grace Period and Grace Amount. It also covers the sequence that triggers an account’s grace periods and grace amounts. Activate and Set the Global Grace Period and Grace Amount Settings. Grace Periods are fixed periods where you can…

38. Account History and Payments

The account history shows your financial transactions, such as invoices and payments to Visp. Additionally, the invoices in the Account History show your subscribers’ growth or decline over time. This guide covers making payments and setting up auto-payments to Visp….

39. Recurring Discount

To enable the automatic addition of a line item on future invoices, simply create a CUSTOM type and activate the “Recurring” option. How to Create an Invoice and Add a Custom Line Item 1. Click and open the Subscribers’ table. 2. Search for the subscriber or select…

40. Forms

Building Brand Recognition and Improved Customer Experience Adding logos can help create a professional look. Custom design makes invoices unique and memorable, increasing brand recall and recognition. Including marketing messages or promotions for other products and…

41. Refunds

To process a refund, you must wait at least 24 hours after the payment was made or ensure the payment has settled. If you need to refund immediately after a transaction, simply log into your merchant portal and choose to void the transaction there. Voiding the payment…

42. Taxes and Fees

The Taxes and Fees feature lets you apply taxes to invoices- items, and packages. Here, you can set up tax rates, a critical step in the billing process. Configure Tax Labels 1. Click the nine-dot menu in the upper right corner to open the Visp Admin Page. 2. Click on…

43. Setup Multiple Payment Gateways for Different Billing Methods

Customers may choose from various payment methods including credit cards, cash, or checks. To accommodate this, enabling several payment gateways in your system might be necessary. Ideally, your primary gateway should handle both credit card and eCheck transactions….

44. Bill All to Another

The “bill all to another” feature streamlines the billing process by allowing all invoices and item charges to be transferred from one account to another, such as from a child to a parent account. 1. Click and open the Subscribers list. 2. Search for the subscriber or…
?