Quick start. Company and payment settings

This section provides information on billing configurations in BILLmanager required for:

generating accounting documents and invoices;
payment processing.

To start accepting payments from clients:

Create a company.
Configure taxes.
Connect a payment method.
Configure payer settings.
Prepare document templates.

Company and tax configuration

Company

Company is the entity to which all accounting documents are linked. Companies conduct business activity and provide services to customers. In BILLmanager, you can create multiple companies to:

simplify interactions with different clients. For example, if a provider works with clients from different countries and requires different document templates;
streamline accounting operations.

Each company can have its own contract templates and work with different providers in your BILLmanager.

You can manage company settings or create a new one in the section Provider → Companies. For more information on creation and configuration, see Company.

Taxation

In BILLmanager, you can set a tax on the service cost and establish taxation rules. Each rule defines:

companies for which the rule applies;
clients of which countries and regions are subject to taxation;
the tax percentage rate;
the tax validity period;
the product types subject to taxation.

Configure taxation policies to determine how the tax is reflected in the service cost and displayed to the client. Policies are applied at the provider or client group level and affect invoice and act generation. You can select options:

Do not include into price — enable if the tax should be charged on top of the base service cost; in this case, the final amount to pay is increased by the tax amount, and the tax is displayed as a separate line in the invoice;
Show tax when a client adds funds — enable if the tax should be applied to advance payments; in this case, the tax amount is displayed in the invoice form when the client adds funds to the balance.

To create a new rule, go to the section Provider → Providers → select the provider → click Tax → click Add.

For more information on working with tax configuration, see the article Taxes.

VAT

VAT (Value Added Tax) is a value added tax in the European Union (EU).

VAT is charged on both physical and digital goods and services. The EU Directive dated January 1, 2015 contains detailed information on the regulation of VAT for digital products.
Read more in:

Configuring payment method

To process payments, such as accepting and refunding payments, the billing platform integrates with third-party payment services. Registration on the payment system side may be required for integration with payment modules.

To connect payment methods, go to the section Provider → Payment methods → click Add:

Configuration using T-Bank payment method as an example

Select a payment method: select "T-Bank".
Integration settings. Specify data for integration.
1. Enable the option Add New client to display the registration link in the payment system.
2. Fill in the form using data of an existing client in the payment system:
  1. Terminal ID — terminal identifier for connecting to the API of T-Bank. Data is provided upon registration in the payment system;
  2. Terminal password — terminal password for connecting to the T-Bank API. Data is provided upon registration in the payment system;
  3. Use the terminal notification URL — determines where the link will be sent to clients when making payments:
    - option enabled — from the terminal client area;
    - option disabled — from BILLmanager.
  4. Recurring payments in BILLmanager are used for automatic account balance replenishment. When configuring auto-payments, a payment of 1 cent will be automatically executed on the client side. This is necessary to confirm the operability of the bank card. After the recurring payment activation procedure, it will be cancelled.
    If the option is active, specify:
    - Return page upon successful auto-payment — page to which the payer will be redirected upon successful auto-payment. Use the BILLmanager page https://domain.com/billmgr?func=payment.recurring.success or any custom page;
    - Return page upon failed auto-payment — page to which the payer will be redirected upon failed auto-payment. Use the BILLmanager page https://domain.com/billmgr?func=payment.recurring.fail or any custom page;
    - Return page upon auto-payment in processing — page to which the payer will be redirected upon auto-payment in processing. Use the BILLmanager page https://domain.com/billmgr?func=payment.pending or any custom page.
      Explanations
      domain.com — domain or public IP address of the server with BILLmanager
      
      Creation of recurring payments is confirmed only by notifications. If BILLmanager does not receive a notification from T-Bank, new auto-payments or saved payment methods will not be created.
      Already created auto-payments and SSO will work even without notifications.
  5. Taxation system — allows selecting the used taxation system, used when generating receipts;
  6. Allow payment refunds — when enabled, allows payment refunds.
Payment method settings. Configure internal (within BILLmanager) parameters of the payment method.
1. Settings
  - Name — name of the payment method for users of all active localizations.
  - Minimum payment amount — amount of funds for a single deposit using this payment method.
  - Maximum payment amount — amount of funds for a single deposit using this payment method.
  - Currency — currency for processing payments via the payment method. Changing the currency for the payment method is unavailable after completing the initial configuration when adding the payment method.
  - Fixed amount — fixed commission charged from the client upon payment deposit. Specified in units of the set currency.
  - Commission % — commission charged from the client upon payment deposit. Specified as a percentage of the total payment amount.
  - Unpaid payment deletion period — specifies the number of days that must pass from the moment of payment creation until its deletion from the system. The field can be left empty, then payments will not be deleted automatically.
    Using this function, automatically created payments for unpaid expenses cannot be deleted.
  - Activate after creation — if the flag is active, the payment method is available for use immediately after addition.
  - Sorting — value determining the sorting priority of the payment method in the general list.
    The order of displaying payment methods configured by the administrator works until the client has made any payment. After the first payment is made, the order of displaying payment systems to the client is determined by the number of payments via each method.
2. Access permissions
  - Connect to provider — providers whose clients will be able to use this payment method. If the field is empty, the payment method is unavailable to anyone.
  - Payer status — status of payers for whom the payment method is available.
  - Client groups — client groups for whom the payment method is available.
  - Forbid to client groups — client groups for whom use of the payment method is prohibited.
  - Client language — restriction of the payment method by the client interface language.
  - Verified payment method — enable the option so that the payment method is used for client identification. For more information, see Identification log.
3. Document flow
  - Connect to company — company to which the payment method will be connected after creation. This will allow displaying information about payments via this payment method in document flow. It is recommended to specify payments that are available only to legal entities.
    The field Connect to company can be left unfilled. In this case, the payment method will be available to all clients. Payment will be made without creating payers.
  - Print template — used print template for the invoice. If not specified, the template from company settings is used.
  - Invoice number template — description of the template by which the invoice number will be generated. Built-in macros can be used for filling: {id} — payment code, {num} — sequential payment number. When generating the number, the system will take into account all additional characters (besides macros), and replace the used macro with the corresponding number.
    For example, the value "Payment code:{id} Number:{num}" is entered in the field. The code of the current payment is 15, and the number is 247 — the macro {id} will return the value "15", and {num} — "247". Under such conditions, the numbering of the output document will take the following value: "Payment code:15 Number:247".
  - Next numerical number of the invoice — number of the next invoice in the system that will be issued by the company. Subsequent numbers will automatically increase by one, relative to the previous one. For example, the value "100" is entered in the field. The invoice issued after this will be issued under number 100, the next one — with number 101, etc.

For more information, see Integration with payment gateways and articles in the section Payment gateways.

Configuring interaction with clients

Contracts

A contract in the billing platform is an electronic document generated based on an EJS template. Contracts are generated by the platform automatically or manually depending on the type.

Automatically created:

offer contract;
standard framework contract;
standard contract for each purchase.

The system generates the following contracts:

when a client orders a service with a suitable product type;
when adding a payer, if the service was ordered for a trial period without creating a payer;
after creating a new contract template, if the client has active services that fall under its terms.

Manually created:

non-standard contract — a contract that the client has modified;
any type of contract through the platform interface, if individual configuration or a specific signing date is required.

To create a contract manually, go to the section Clients → Contracts → click Add, select a template and specify the payer. For more information, see the Contracts article.

To configure a contract template, go to the section Provider → Company → select the company → click Contracts. For more information, see the Contracts article.

Document templates

BILLmanager generates electronic documents for each financial transaction. The document contains information about the transaction and company details. The layout and structure are defined in the template.

The platform comes with a set of ready-made templates for main financial documents (invoices, acts, contracts), which allows you to start working immediately after installation. All templates are available in the section Settings → Document templates.

Since templates determine the final document formatting, you can edit them independently according to your company's requirements or legislation.

To manage document templates, go to the section Settings → Document templates.

For detailed instructions on changing and creating templates, see the article Document templates.

Working with payers

A payer is a separate entity in BILLmanager for performing financial operations. The payer generates invoices, receives acts and financial notifications, and also makes payments. For one client account, you can create multiple payers — for example, to separate payments from an individual and a legal entity.

Payer information includes postal and email address, phone, contact person name, and other details used when generating financial documents.

Specify main parameters for working with clients in the client area in the section Provider → Global settings → Payers block.

For more information, see the Global settings article.