When creating a Billing Run in Rhythm, you have the option to select one of your preconfigured templates or you can make one from scratch. Using a template is a great option when:
- You want to generate billing runs automatically on a recurring basis
- You want to automatically renew your members that are enrolled in auto-renewal on a monthly or annual basis
- You want to increase your efficiency when creating a billing run from scratch
- You want to perform multiple actions in a single billing run
- You thought of something we haven't 😉
Creating a Billing Run Notice
Before you create your template you will need to create your Notice. A Notice is the email your members will receive when you run the Billing Run. It is recommended to create a Notice for each type of action you will be creating templates for.
- Access the Membership & Committees application and navigate to the Setup tab.
- Navigate to the Billing dropdown and select Notices.
- Select Create a Billing Template.
Creating a Billing Run Template
- Access the Membership & Committees application and navigate to the Setup tab.
- Navigate to the Billing dropdown and select Templates.
- Select Create a Billing Template.
Enter Billing Template Basic Information
With every billing template, there is standard information you will need to provide:
- A name for the billing run
- ID will autofill based on template name, but can be adjusted as necessary and must be unique
- An email address for completion notification
- Optionally, enter a description of what this billing template is intending to do
Select Actions
Select the Actions you want this billing run to take on your members.
- Generate renewal notices: Rather than process an order or invoice, simply send an email to members who are approaching their expiration date
- Generate renewal orders: Generates orders and invoices for members approaching their expiration date who have not opted to renew automatically
- Send renewal reminders: Send out reminders to those who have already been billed, but have yet to renew their membership
- Send expiring credit card reminders: Alert auto-renewal members when their card will be expired at the time of their renewal
- Send reminders to auto-renewal members: Notify members who have opted into auto-renewal that their credit cards will soon be charged
- Process credit cards for auto-renewal members: Charge credit cards and process renewals for members who have opted to renew automatically
- Drop/terminate expired members: Set a termination date and drop members who have not renewed
As for the rest of the information we need, that really depends on the actions you have enabled. Let's take a look at what that looks like:
Generate Renewal Notices
- Expiration dates: Search for members who have an expiration date within a specific date range. This is helpful when you're targeting a specific period of time.
- Billing notice: Select one of the Billing Notice templates you created in Billing Setup to notify the member of their upcoming expiration. This allows you to have unique emails for different membership types in different phases of the membership journey. If you do not want to send a billing notice, simply leave the dropdown selection blank.
- Membership types: Segment the billing run by only including certain membership types.
- Membership packages: Segment the billing run by only including certain membership packages.
- Sub-status reason: Segment the billing run by only including certain sub-status reasons
Generate Renewal Orders
- Expiration dates: Search for members who have an expiration date within a specific date range. This is helpful when you're targeting a specific period of time.
- Billing notice: Select one of the Billing Notice templates you created in Billing Setup to notify the member of their upcoming expiration. This allows you to have unique emails for different membership types in different phases of the membership journey. If you do not want to send a billing notice, simply leave the dropdown selection blank.
- Pro forma orders and invoices: Select this checkbox so that the revenue is not recognized until the invoice is paid.
- Membership types: Segment the billing run by only including certain membership types.
- Membership packages: Segment the billing run by only including certain membership packages.
- Sub-status reason: Segment the billing run by only including certain sub-status reasons
Reminders - Renewal / Auto-Renewal / Expiring Credit Cards
- Notice: Click the "+ Add Reminder" to add one or several reminders to the process
- Date range: Determine expiration date ranges using the date selection fields
- Membership types: Segment the billing run by only including certain membership types.
- Membership packages: Segment the billing run by only including certain membership packages.
- Sub-status reason: Segment the billing run by only including certain sub-status reasons
Process Credit Cards for Auto-Renewal Members
- Expiration dates: Search for members who have an expiration date within a specific date range. This is helpful when you're targeting a specific period of time.
- Successful processing notice: Select one of the Billing Notice templates you created in Billing Setup to notify the member that their auto-renewal was processed successfully. If you do not want to send a notice, simply leave the dropdown selection blank.
- Payment failure processing notice: Select one of the Billing Notice templates you created in Billing Setup to notify the member that there was an issue processing their auto-renewal. If you do not want to send a notice, simply leave the dropdown selection blank.
- Membership types: Segment the billing run by only including certain membership types.
- Membership packages: Segment the billing run by only including certain membership packages.
- Sub-status reason: Segment the billing run by only including certain sub-status reasons
Drop/Terminate Expired Members
- Expiration dates: Search for members who have an expiration date within a specific date range. This is helpful when you're targeting a specific period of time.
- Drop notice: Select one of the Billing Notice templates you created in Billing Setup to notify the member of their upcoming expiration. This allows you to have unique emails for different membership types in different phases of the membership journey. If you do not want to send a billing notice, simply leave the dropdown selection blank.
- Membership types: Segment the billing run by only including certain membership types.
- Membership packages: Segment the billing run by only including certain membership packages.
- Sub-status reason: Segment the billing run by only including certain sub-status reasons
- Committee memberships: Expire any associated committee memberships automatically
- Deactivate associated certifications: If any of your certifications require active membership for activation, select this option to automatically deactivate them.
Helpful hint: If you drop organizational memberships, Rhythm will also drop any individually inherited memberships associated with the organization.
Save the template
- Review the information and actions associated with your billing template.
- Once you're sure everything looks correct, click the blue Save button at the bottom.
- Now you can use your billing template in automated billing runs or when creating a billing run manually!
Helpful hint: If you ever need to make changes to your template in the future, navigate to Billing Templates in Membership Setup and click the green pencil icon next to the appropriate billing template.
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