Billing, Contracts & AdministrationPurpose
1.2. Centralize payment processing, automate failed payment follow-ups, synchronize contract renewals, and update accounting ledgers.
1.3. Support regulatory compliance, custom billing cycles, client portal access, reporting, and analytics for business growth and compliance.
Trigger Conditions
2.2. Scheduled billing cycle due (monthly, quarterly, annual, custom frequency).
2.3. Payment status update (e.g., success, failure, dispute).
2.4. Contract renewal or amendment requiring new billing terms.
2.5. Service package change or add-on request by client.
Platform Variants
3.1. Stripe
• Feature/Setting: Subscription Schedules API — configure to create, update, and manage recurring payments cycles.
• Sample: Schedule creation with webhook for invoice.paid and invoice.payment_failed events.
3.2. QuickBooks Online
• Feature/Setting: Recurring Transactions — set up recurring invoices and enable automatic payment reminders.
• Sample: Enable “Make Recurring” for an invoice; link with “Send Reminder” automation.
3.3. Xero
• Feature/Setting: Repeat Invoices — configure automatic creation and email of recurring agency invoices.
• Sample: Activate “Repeat Every Month” for billing profile.
3.4. Zoho Books
• Feature/Setting: Recurring Invoices API — automate periodic billing and integrate with payment gateways.
• Sample: POST to /recurringinvoices endpoint; activate payment reminders.
3.5. FreshBooks
• Feature/Setting: Auto-bill Clients — enable recurring payments and auto-charging of cards or bank accounts.
• Sample: Select “Recurring Invoice” and toggle “Auto-bill”.
3.6. Chargebee
• Feature/Setting: Subscriptions — set automation for billing cycles, proration, and dunning management.
• Sample: POST to /subscriptions API; configure dunning rules for failed payments.
3.7. Bill.com
• Feature/Setting: Automatic Bill Creation — set up recurring bills and scheduled payments.
• Sample: “Make Recurring” available under bill creation; map to vendor/client.
3.8. Sage Intacct
• Feature/Setting: Contracts module — automate billing schedules by contract with escalations.
• Sample: Template recurring billing with start/end schedule.
3.9. Zuora
• Feature/Setting: Subscription Management API — automate invoice generations and renewal billing.
• Sample: “autoRenew” field set to true in subscription.
3.10. PayPal
• Feature/Setting: Billing Agreements API — automate pre-approved recurring payments.
• Sample: Create billing plan, execute with “agreement_execute” endpoint.
3.11. Microsoft Dynamics 365 Finance
• Feature/Setting: Recurring Billing Schedules — create and track contract-based periodic billing.
• Sample: Schedule creation under Contracts > Recurring Billing.
3.12. Oracle NetSuite
• Feature/Setting: SuiteBilling — automate recurring invoice generation with deferred revenue recognition.
• Sample: Invoice creation rules linked to contract line.
3.13. Salesforce CPQ & Billing
• Feature/Setting: Scheduled Revenue Tracking — configure recurring invoice schedules tied to contracts.
• Sample: “Billing Schedules” under contract records.
3.14. Wave
• Feature/Setting: Recurring Invoices — schedule and automate client billing.
• Sample: Activate “Recurring” when creating invoice.
3.15. Recurly
• Feature/Setting: Subscription Billing API — automate recurring charges and emails.
• Sample: POST /subscriptions; enable dunning.
3.16. Paddle
• Feature/Setting: Subscription Plans — automate client recurring subscription payments.
• Sample: Set “Recurring” frequency via dashboard or API.
3.17. GoCardless
• Feature/Setting: Mandates & Subscriptions — automate Direct Debit-based recurring payment collection.
• Sample: POST /subscriptions for client mandate.
3.18. Intuit Merchant Services
• Feature/Setting: Auto Payment Scheduling — automate invoice payment charge dates.
• Sample: Enable “Schedule payments” feature from admin.
3.19. SAP Concur Invoice
• Feature/Setting: Recurring Invoice Management — automate scheduled invoice matching and posting.
• Sample: Schedule workflow in Invoice Management.
3.20. Square
• Feature/Setting: Recurring Invoices — auto-generate and send invoices at set intervals.
• Sample: Select frequency under “Recurring Invoice” during setup.
3.21. Odoo
• Feature/Setting: Subscription Orders — automate customer billing and contract renewal reminders.
• Sample: Create subscription with recurring template.
Benefits
4.2. Ensures timely payments, boosts liquidity, and supports predictable revenue streams.
4.3. Frees staff for higher-value activities; enforces compliance with client and tax requirements.
4.4. Improves customer satisfaction with transparent, consistent billing and easy access to payment history.
4.5. Supports scaling the agency through effortless management of larger client portfolios.