Billing accounts

The billing account carries the identity that issues your invoices (contact details, numbering) and the payment methods offered to your users. Create several accounts if your organization invoices from several entities.

Create a billing account

1. Go to Administration›Settings›Billing›Billing Accounts.
2. Click New.
3. In the Billing tab, enter the account name, then the billing details: company name, address, country, telephone and VAT number. This information appears on invoices and at payment time.
4. Fill in the billing e-mail address: it receives the notifications related to the account (new orders, payments received, technical alerts). You can choose the notifications you want and add up to 4 recipient addresses.
5. Click Save.

Choose the default account

Only one account per organization is marked as the main one: it is used for new orders (cart, cash register, registrations) and for subscriptions when no account is explicitly selected.

1. Open the account you want.
2. Enable the Default Account option, then click Save: the option is automatically removed from the previous main account.

Customise invoice numbering

Each account numbers its invoices continuously, in the YYYY-NNNNNN format. An optional suffix lets you distinguish documents issued by several accounts.

1. In the Billing tab, find the Invoice numbering suffix option.
2. Enter up to 8 letters or digits: the next number is immediately shown as a preview.

Accept online payments

1. Open the Payments tab of the account.
2. Enable Online Payments, then select your payment gateway: Stripe, HelloAsso, SumUp, Verifone or PayPal.
3. Connect your account: depending on the gateway, a connection button guides you in a few clicks, or credentials provided by the gateway must be entered.
4. Click Save, then use Test the connection to check that the gateway responds correctly.

If you have any doubt about a payment, the Event log option displays the payment responses received from the gateway and the reason for any failures.

Accept payments on a POS terminal

Send a payment directly to a POS terminal from an order's details.

1. In the Payments tab, enable POS terminal.
2. Connect your SumUp account. If SumUp is already your online payment gateway, its connection is reused.
3. Save the account, then click Add a terminal to pair your device.

Offer payment on site, by bank transfer or by cheque

Three deferred payment methods can be enabled in the Payments tab:

• On-site Payments: the user is invited to come and pay for their order directly at the organization's reception desk.
• Bank Transfer Payments: your bank details (IBAN, BIC) are shown to the user, with the invoice number as the reference.
• Payments by check: the cheque must be made out to the billing account and sent to its address.

Allow payment in instalments

In the Payments tab, enable Allow partial payments then set the Interval between due dates (day(s), week(s), month(s)). The maximum number of instalments is then defined product by product.

Prepare accounting exports

The account's chart of accounts — sales, VAT and cash accounts, and journal codes — is set in the Chart of Accounts tab. It determines the entries produced by the accounting exports, and governs electronic invoicing.

Find the account's audit documents

The Accounting & Audit tab brings together what a tax inspection may ask you for: the Cash register software certificate to download and have signed, the Event log that tracks logins, configuration changes and anomalies, the Closings that seal each day, month and year, and the verifiable monthly Archives.

These documents are specific to each billing account, and the tab only appears on an account that has already been saved.

Set up e-mail notifications

Each billing account sends e-mail alerts about the events that concern it. Go to Administration›Settings›Billing›Billing Accounts, open the account you want, then find the Email Notifications block in the Billing tab.

This setting applies to that account only: two accounts belonging to the same organization can therefore alert different people.

Choose the notifications received

Under Notifications to receive, four categories can be ticked independently:

• Creating an order — an order has just been recorded, with its purchase order attached;
• Payment Received — a payment has arrived, online or entered manually; the attachment is the purchase order if a balance remains due, or the invoice if the order is fully paid;
• Refund — a full or partial refund has been made, whatever its origin;
• Payment failure (technical alert) — an online payment has failed.

Untick those you do not need. The last one is of a different nature from the first three: it does not report a sale but signals an incident, and it is often the only one worth keeping when you cut back on the rest.

Designate the recipients

The Recipient addresses (one per line, 4 maximum) field accepts up to four addresses. Each notification is sent as a single e-mail addressed to all of them.

If left empty, it falls back to the account's billing e-mail address. This is the behaviour to remember if only one person follows up sales: filling in the account address is enough, there is nothing to copy here.

Disable everything

The block's switch turns off all notifications for this account. No e-mail is sent any more, whatever the category.

Duplicate or delete an account

Open the account: the duplication and deletion buttons are at the top of the panel.