Billing settings
You can set up invoicing in Settings - Billing.
Then follow the steps:
- Decide on automatic invoice creation
- Create a default billing profile and possibly other profiles
- Pair the billing profile with your bank via GoCardless for automatic pairing
- Decide on the behavior and VAT amount
Invoice generation
Invoices are only generated if you want them to be. That is, if you instruct to generate an invoice either individually at the registration level or in bulk in the global settings.
More information on how invoicing works.
You can do invoice generation in two ways - individually per registration or automatically, when Zooza receives a notification about transaction.
Automatic invoice generation
Automatic invoice generation can be done in the general settings under Billing, where you check the box Enable automatic invoice generation in the Invoice Settings section. This will always generate a registration invoice the moment the payment status changes to "Paid."
The generated invoice is automatically sent to the client's email and displayed in their profile after they log in. The invoice can also be found in the administration.
Invoice overview
All invoices that have been generated either automatically or manually by you at registration can be viewed in the Payments- Invoices section. You can customize the view of the list of generated invoices by entering a period. You can then download them in bulk or view them individually by clicking on the invoice name.
Billing profiles
Create a billing profile
Billing profile is important for generating invoices so that you have all the necessary information pre-filled. You can also create multiple billing profiles if needed - this will be used if you need to bill some courses to other billing details. You can create a billing profile in the general settings:
Default billing profile
The first profile you set up is the Default Billing Profile. You use this profile to invoice all courses unless you decide otherwise.
- In the Billing Profiles section, click on Not Set (in case you don't have it set up)
- Fill in any fields you need to have displayed on the invoice.
- Enter the IBAN account number and its SWIFT code. Customers will send their payments to this account. Depending on which bank you have an account with, you have the option to automatically match payments. You can find out more about how to set up this payment pairing here.
Idea! If you have correctly filled in the IBAN and SWIFT code details in the billing profile, you can offer clients a dynamic QR code tag in email templates. This code will have all the important details of the course payment pre-populated, making the payment process easier for clients and minimising the risk of error when manually entering the details. For more information on how to create your email templates, click on this manual.- For payment pairing without further setup, Zooza has prepared the option of pairing via GoCardless. To set this up, click on Pair bank account. This will open a list of banks (filtered by region). Select your bank and click on its logo. You will then be taken to internet banking and confirm the pairing of your Zooz account with your bank. To learn how to apply this setting to your courses, read the manual on creating courses, section Payments.
Important to know!
- With GoCardless bank account pairing, you can add multiple accounts if you have created accounts with multiple banks.
- Currently, you will be paired 2 times a day via this feature. This means that if a customer sends you a confirmation of a payment, it will take a while before you will see it directly on the customer's registration as a paired payment and thus the payment status will change to "Paid".
- Pairing via GoCardless is still under development and therefore it may happen that the payment is not paired correctly. In this case, you need to let us know at support@zooza.online to get the payments paired.
- if you are cancelling your bank account or do not wish to use it for other reasons and wish to cancel the pairing with Zooza, you can cancel this setting directly in your internet banking.
Warning!
GoCardless remains active for a period determined by the bank, which sets the duration of the connection between its system and GoCardless. For security reasons, banks may impose a time limit on this connection, with a maximum duration of 90 days. Once this period expires, the service must be reconnected in the billing profile settings, just as during the initial setup. Customers are informed about the specific duration of the connection when pairing the service with their account.
GoCardless remains active for a period determined by the bank, which sets the duration of the connection between its system and GoCardless. For security reasons, banks may impose a time limit on this connection, with a maximum duration of 90 days. Once this period expires, the service must be reconnected in the billing profile settings, just as during the initial setup. Customers are informed about the specific duration of the connection when pairing the service with their account.
- In the Item Description field, you can add a detailed description of the item, such as course/group name, child's name, and more, thanks to the dynamic tags you use for regular communication. The item's predefined value is the course name. A list of all dynamic tags can be found in this manual.
- The last field you fill in is the Invoice Number, which is where you want the numbering to start. This setting can be important from an accounting perspective.
Other billing profiles
As mentioned above, if you have courses that you need to invoice to other billing information, you can create additional billing profiles that you can select later on the course.
- In the billing profiles settings, you click the Add button and fill in all the fields, similar to setting up a default billing period. Here you also have the option to add a description of the item using dynamic tags or to pair a bank account.
- Next, open the course you are invoicing to this new profile and click Change in the Price and Payment tile.
- In the Invoicing section, select the desired invoicing profile from the list.
Note: If these settings differ from the current ones, the app will notify you with a message about this change. If you are unsure about this, leave the Use new payment instructions box checked. This setting is important if you have entered a different IBAN in the Payment Instructions section. If you did not override this, the invoices will pull in the originally entered IBAN.At registration level
- If you need to generate an invoice individually on the registration, you can do so in the registration details by clicking Show payments in the Payments tile.
- You will then be presented with a complete overview of payments and invoices. To generate an invoice, click Generate Invoice in the Invoices tile.
- This will open a window with information that you can change:
- Start and end of the period for which the invoice is to be issued
- Invoice date
- Payment method (Wire transfer, Cash, Card payment, Online transfer, Other)
- Send invoice to customer via email
- Item description - if you have set the item description directly in the Invoice profile settings, just check the Use preset text box or fill in your desired data in the Item description window
The generated invoice will be automatically sent to the client's e-mail within 5 minutes at the latest and will be displayed in the profile after login and also in the administration.
Warning! Even if you have automatic invoice generation enabled in your main settings, when you manually issue an invoice at the registration level, you need to check the Send invoice via email option so that the invoice is actually delivered to the customer. If you do not check this box, the invoice will be generated but not sent.
Changing the generated invoice
At the registration level you have the possibility to change the invoice. You can change the following data on an already generated invoice:
- Start and end of the period for which the invoice is to be issued
- Invoice date
- Payment method (Wire transfer, Cash, Card payment, Online transfer, Other)
- Send invoice to customer via email
- Item description - if you have set the item description directly in the Invoice profile settings, just check the Use preset text box or fill in your desired data in the Item description window
Invoice overview
On registration, all invoices that have been generated for an individual registration can be accessed in the Payments Overview in the View Payments section of the Invoices tile.
Related Articles
Smartbill - invoice management
Integration to the Smartbill billing system used in Romania. Program Facturare Online | Gestiune si Contabilitate | SmartBill Connection to the service allows you to create invoices in the direction of Zooza – Smartbill. Functioning of the invoice ...Invoicing
You can/cannot use the application to create invoices to clients. This is an optional functionality, but we highly recommend using it as it is another of the many things Zooza will solve for you under one roof. What is invoice for An invoice is a tax ...Discount code
A discount code is one of the types of client discounts you will find within the app. Typical use is within campaigns or collaborations, where you generate a code with a certain name and setting and those clients who know it can use it. Note: The ...Payment templates creation
Within the payment templates, you have several options on how to use them for your courses and clients. Please refer to the instructions for more information. Usage For a practical application of the different payment types, here are some examples. ...Automatic payment reminders
Automated client communications include automatic payment reminders that are sent to outstanding registrations and can help you improve your clients’ payment discipline. Automatic reminders are only sent if you set them to be sent. If you set them to ...