BOLD Front Office - Billing Preferences

The Billing Preferences feature is now available directly within BOLD Front Office, allowing users to configure billing preferences for companies and offices without switching to Back Office. This feature streamlines the billing configuration process by providing access to all billing setup options from within the Front Office interface, eliminating the need to navigate between multiple systems.

Key Benefits

1. Streamlined Workflow: Manage billing preferences directly within Front Office without switching to Back Office
2. Time Savings: Eliminate unnecessary system navigation and reduce administrative overhead
3. Enhanced User Experience: Unified platform experience for all billing configuration needs
4. Improved Efficiency: All invoicing clients can now manage billing setup from a single interface.
    

Chapters:

• User Permissions
• Billing Setup Navigation
• Billing Setup Configuration Options
• Company Billing Preferences Audit Trail
• View Invoice Audit
• Frequently Asked Questions
• Related Articles
   

User Permissions

Access to billing setup features is controlled through user-level permissions:

• View Permissions: Users can view billing preferences but cannot make changes

  

• Edit Permissions: Users can modify billing setup configurations

  

  Note: After permissions change - users must log out, then back in again for changes to take effect

Billing Setup Navigation

For Company-Level Billing Setup

1. Navigate to Company page
2. Select the Contacts tab
3. Click the "Billing Preferences" button

Note: The "Billing Preferences" button opens up the billing preferences for the parent company, which is the "Corporate" company record in BO

 

For Office-Level Billing Setup

1. Navigate to Company page
2. Select the Contacts tab
3. Click the "Billing" button associated to an Office
   
    

 

Billing Setup Configuration Options

Invoice Settings

Field	Description	Additional Information
Invoice to Department *Required	Select the department to which the invoice will be invoiced to.
Invoice Style *Required	Select the style to apply to this customer's invoice.	Note: When updating and saving the Invoice Style, the system will ask to retroactively apply the style choice to existing invoices.   Applying Invoice Style Retroactively will appear in the Audit Invoice.
Separate Invoice By	Select the factors which will trigger separate invoices to be created. For example, if Department Name and Job Title are selected, a separate invoice will be created for each job title and department combination. Each separate invoice will be assigned a new invoice number.	Separate Invoice By options include: BranchName, DepartmentName, Employee, Job Title, PO#, PO Number, ShiftName, Supervisor, WeekWorked, WorkAddress, Max Invoice Amount, StaffingOrderID, AssignmentID Additional Separate Invoice By options must be added in Back Office > Admin Tools > Config Choice > Category = InvoiceSeparateBy Changes made to Separate Invoice By won't be reflected in historical invoices, only new invoices moving forward
Group Invoice By	Select the entities to display as groups on the invoice. For example, if Job Title is selected, all employees with a given job title are displayed in a group on that invoice.	When invoices are grouped based on certain criteria (like Branch Name and Department), the order in which you select these criteria determines the sequence of how the grouping is applied. Additional Group Invoice By options must be added in Back Office > Admin Tools > Config Choice > Category = InvoiceGroupBy Changes made to Group Invoice By are immediately reflected in historical invoices. The order in which the dropdown selections are included, is the order the transactions on the Invoices will be Grouped
Sort Invoice By	Select the entities that determine the order in which the items on the invoice are listed. The selections should be made in the order in which you want the invoice to sorted by.	If selecting "Employee" for sort, the result is a sort by employee LAST name. Additional Sort Invoice By options must be added in Back Office > Admin Tools > Config Choice > Category = InvoiceSortBy Changes made to Sort Invoice By are immediately reflected in historical invoices. The order in which the dropdown selections are included, is the order the transactions on the Invoices will be Sorted
Display Items	Check any additional items to display on an invoice.	Additional Invoice Display Item options must be added in Back Office > Admin Tools > Config Choice > Category = InvoiceDisplayItem Changes made to Invoice Display Items are immediately reflected in historical invoices.
Show Daily Hours	Toggle On to include daily hours on the invoice.
Show Time Card	Toggle On to include related time cards with the invoice when an invoice is viewed. Visit the Attach Timecards to Invoices help page for details.	If invoices are to be funded by Scale Funding, Toggle On to include with the invoice submittal to Scale. When set to On, the invoice can no longer be saved in the Excel format as only PDF format can be used when attaching a timecard image.
Show Web Time Card	Toggle On to include time entered by employees on the web to display on your invoices.	Show Web Time toggle gets hidden when the Invoice to Department isn't the current company/department record.
Show Past Invoice	Toggle On to include a past unpaid invoice with the current invoice.

 

Delivery & Distribution

Field	Description	Additional Information
Email Invoices To	Enter the email address of a person responsible for receiving the invoice for this customer. If an email address is entered in this field, a confirmation message to send the email will appear after the invoice is printed while processing the billing for that customer.	Add recipients by typing a contact name or email to select from your existing company contacts, or you can enter any email address directly (even if it's not associated with an existing contact) to send invoices to additional recipients. All invoices being funded by Scale Funding, formerly TCI Business Capital must be emailed to Scale Funding at [e-mail]. Add this email address in this field to ensure delivery to Scale Funding.
Print Invoice	If an email was entered above but the invoice is still to be printed, choose Toggle On to print the invoice upon processing, otherwise choose Toggle Off.

Statement Letter Settings

Field	Description	Additional Information
Include Finance Charges	Toggle On to apply finance charges and include them in the billing statement letter. If Toggled On, any invoices with a current outstanding balance will now also include finance charges, otherwise no finance charges are applied to outstanding invoices. For examples of how finance charges are calculated and applied, see Finance charge calculation examples.	Note: When this option is updated and saved, a confirmation request appears asking whether to assess finance charges retroactively. Applying Finance Charges Retroactively will appear in the Audit Invoice.
Increase Balance Amount Due	If the Include Finance Charges option is selected, Toggle On this option to increase the invoice balance with any finance charges that apply. For configuring the default value, see DefaultFinanceChargeRate	Note: When this option is updated and saved, a confirmation request appears asking whether to increase the invoice balance amount for all open invoices retroactively. Increasing Balance Amount Retroactively will appear in the Audit Invoice.
Finance Charge Percent *Required	If finance charges are being applied and the Include Finance Charges option is selected, enter the finance charge percent.
Finance Charge Percent Grace Period	A value, measured in days, that indicates how much time may pass before finance charges begin to apply following an invoice due date.
Automatically Email Monthly Statements	Choose this option to automatically email the billing statements on a monthly basis. The two options below that follow must also be set.	If a payment is made to the invoice AFTER the statement letter has been generated, the invoice will be included in the statement letter and will be shown as "unpaid."   For example: If a statement letter was sent out on 3/15 and a payment was made to the invoice on 3/16, the payment will not be reflected on the statement letter because the payment was added after the statement was generated.
Day Of Month To Send *Required	If the Automatically Email Monthly Statements option has been selected, enter the day of the month to email the monthly statements for this customer. Valid values are 1 - 31. If months are shorter than the value entered (for example in February when the day to send is 31), the last day of the month for the shorter month is used. For configuring the default value, see DefaultDayToEmailStatementLetter.
Email Statements To	Enter valid emails to which the billing statement is to be sent. These addresses are used when emailing statements automatically or manually.	Add recipients by typing a contact name or email to select from your existing company contacts, or you can enter any email address directly (even if it's not associated with an existing contact) to send statements to additional recipients. Click the Copy recipients from Email Invoices To button next to this field to instantly copy all addresses from the Email Invoices To field. The system adds only addresses not already present, preventing duplicates while preserving existing recipients. The button is active only when Automatically Email Statement Letters is enabled.

Billing & Scheduling

1. From the Billing Period drop-down menu, select how often this customer will be billed.
    

2. From the Billing Cycle drop-down menu, select what week within the billing period the customer should be billed. For example, if your customer is billed monthly, the system needs to know which week of the month the transactions should be added to the Accounting Period to process billing.
    

   • For most billing periods, the options are 1, 2, 3, 4, and Last Week. The Last Week option will add the transactions to the Accounting Period that contains the last day of the month.
   • If the billing period is BiWeekly, the options are 1 or 2.
   • If the billing period is SemiMonthly, Weekly, or Yearly, the option is read-only and set to 1.

   Click the help icon (?) next to the Billing Cycle field label to view current cycle details for the active date, including the current AP date, monthly cycle value, and biweekly cycle value. Use this as a reference when configuring the billing period and billing cycle for your companies.

Note: For more information about Billing Cycles - Setup BiWeekly or Monthly Invoicing

1. From the Payment Terms drop-down menu, select the terms of payment to apply to this customer.
   1. Additional Payment Term options must be added in Back Office > Admin Tools > Config Choice > Category = CustomerPaymentTerm
       
2. If desired, a Max Invoice Amount can be set marking where an invoice should be divided.
    
   • No invoice will be larger than this amount.
   • It will not divide transactions but will move them to a new invoice if the invoice grows too large.
   • Invoices will be divided by max amount only after being divided by other selections.

Company Billing Preferences Audit Trail

Company Name Hover > Audit Icon

• Company Audit Trail: Complete tracking of changes including:
  • User Who Made Change
  • Date/Time of Change
  • What Data Changed

View Invoice Audit

Company > Invoices Tab > View Audit Icon

• Invoice Audit: Tracking of the following items due to Billing Preference changes:
  • Invoice Style
    • Style Change
    • Date/Time of Change
    • User Who Made Change
  • Finance Charge Amount
    • Finance Charge Amount Change
    • Date/Time of Change
    • User Who Made Change
  • Balance Amount
    • Balance Amount Change
    • Date/Time of Change
    • User Who Made Change
       

Frequently Asked Questions

Q: Will my existing billing setup from Back Office be preserved? A: Yes, all existing billing configurations will be maintained within Back Office.

Q: Do I need special permissions to access billing setup? A: Yes, user-level permissions control access to billing setup features. Contact your system administrator for access.

Q: Are there any Back Office Prerequisites? A: Yes, a CLASSIC/Back Office User Email Profile is required to email invoices. In addition, a Supplier Email Profile is required to send Statement Letters.

Q: Can I still access billing setup through Back Office? A: Yes, Back Office access remains available as a two-way sync.

Q: Are there any changes to how billing actually processes? A: No, this update only changes how you access and configure billing setup. The actual billing processing remains unchanged.

Related Articles

• Customer Back Office Setup - Billing Setup