Client Billing Settings

Workslayr provides flexible billing type options within each client’s profile, allowing you to tailor payment terms to best suit your client relationships and business needs. Understanding these billing types ensures smooth invoicing and payment collection for your service-based business.

When you are creating or editing a client profile in Workslayr, you’ll find the ‘Billing Types’ section within the ‘Billing & Tax Information’ category. This is a critical setting as it dictates how invoices will be processed for that specific client.

Available Billing Types #

Workslayr offers three main billing types:

• Cash: This option can be selected for clients who prefer to pay by cash or direct bank transfers outside of automated systems. While Workslayr is not accounting software, marking a client as ‘Cash’ acknowledges these payment methods for your operational records.
• Credit Card: This is the default billing type for all new clients created in Workslayr. It indicates that the client will primarily pay via credit card. This setting is particularly useful if you integrate with a payment gateway, though Workslayr itself does not process payments directly.
• Net 30/60/90: These options are designed for clients who operate on credit terms. Selecting ‘Net 30’, ‘Net 60’, or ‘Net 90’ means that the client is allowed 30, 60, or 90 days, respectively, from the invoice issue date to complete their payment. This provides your client with extended payment cycles, common in many business-to-business (B2B) service agreements. For clients on these terms, you also have the ability to set a credit limit within their profile, helping you manage potential financial exposure.

Why Billing Types Matter #

Setting the correct billing type for each client is essential for transparent financial operations and managing expectations. For example, if you have a long-standing business client who always pays within 30 days of receiving an invoice, setting their billing type to ‘Net 30’ automatically applies these terms to all future invoices generated for them. This saves you time and ensures consistency in your billing practices. Conversely, for a new client, you might keep the default ‘Credit Card’ option to encourage upfront or quick payments.

To access and modify these settings, navigate to the Clients Overview section, select the desired client, and then choose ‘Edit’ to adjust their billing information.

Workslayr offers robust controls over client billing, including specific settings for Purchase Order Enforcement. This feature allows your business to mandate that certain clients must provide a purchase order (PO) number before any services can be billed. This is especially useful for businesses dealing with larger enterprises or organizations that require strict adherence to procurement processes, ensuring that your invoices are authorized and payment delays are minimized.

Understanding Purchase Order Enforcement #

Purchase Order Enforcement is a setting accessed within the Client Profiles section. Once enabled for a specific client, Workslayr will require a valid PO number to be entered on any associated projects or direct invoices. This mechanism helps streamline your billing process by integrating with your clients’ purchasing workflows, reducing the chances of billing discrepancies.

You can manage this setting as part of a client’s broader Billing & Tax Information. This ensures that every team member involved in billing or project management is aware of the client’s specific requirements, maintaining compliance and efficiency. For clients that have undergone the Lead → Client Lifecycle, these settings can be configured as soon as they transition into official clients.

Configuring PO Enforcement for a Client #

Enabling Purchase Order Enforcement is a straightforward process within Workslayr:

1. Navigate to the Clients Overview from your main dashboard.
2. Locate and select the specific client for whom you wish to enforce purchase orders. Click the ‘Action’ button next to their name and choose ‘Edit’ to access their client details.
3. Within the client’s profile, find the ‘Billing & Tax Information’ section.
4. Toggle the option for “Purchase Order Enforcement” to ‘On’.
5. Save the client’s profile changes.

Once this setting is active, any new projects or invoices created for this client will prompt for a PO number. Without a PO number, you will be unable to finalize the project or invoice, providing an essential gate to prevent unauthorized billing. This is particularly important for businesses managing extensive services or products, where each transaction must be tied to a specific authorization.

Benefits of Using Purchase Order Enforcement #

Implementing Purchase Order Enforcement offers several key advantages for your service-based business:

• Reduced Payment Delays: Ensures that all invoices are pre-authorized with a PO number, leading to faster processing and payment from your clients.
• Improved Billing Accuracy: By requiring a PO, you add an extra layer of verification, aligning your billing with your client’s purchasing records.
• Enhanced Client Relationships: Demonstrates a commitment to adhering to your client’s operational procedures, which can strengthen trust and long-term partnerships.
• Streamlined Operations: Automates the requirement for vital information, saving your team time that would otherwise be spent chasing PO numbers or resolving billing disputes. This helps your employees focus on their core tasks.

Workslayr’s Purchase Order Enforcement capabilities are designed to help you maintain efficient financial workflows and strong client relationships. This feature, alongside detailed Client Profiles, underpins effective client management within the platform.

Workslayr allows for the application of discounts at the client level. These discounts are specified within a client’s profile and apply to billing items such as projects, invoices, or services.

Discounts can be applied as either a fixed amount or a percentage. This setting influences the final amount owed by the client on applicable billing documents.

To configure client discounts, navigate to the specific client profile. Within the client’s settings, locate the billing section. Here, you can define the discount type and value.

Key aspects of client discounts include:

• Discount Type: Choose between a percentage-based discount or a fixed amount.
• Discount Value: Enter the specific percentage or monetary value for the discount.
• Applicability: These discounts apply automatically to all future invoices and billing generated for that client.
• Modification: Discounts can be adjusted or removed from the client profile as needed. Changes affect subsequent billing.

Client discounts are part of the broader Billing & Tax Identity for each client. This helps manage financial interactions associated with a proposal or project.

Workslayr allows for the assignment of a credit limit to each client. This feature can assist in managing client accounts and outstanding balances. Credit limits are configured within an individual client profile.

When a client is created or edited, a specific credit limit can be set. This limit determines the maximum amount of unpaid invoices or projects a client can accrue. The credit limit is a numerical value that should be entered in the designated field within the client’s billing settings.

To configure a credit limit for a client:

1. Navigate to the Clients Overview.
2. Select the client needing a credit limit adjustment.
3. Access the client’s profile for editing.
4. Locate the Billing & Tax Information section.
5. Input the desired numerical value into the ‘Credit Limit’ field.
6. Save the changes to the client profile structure.

Monitoring a client’s credit limit is important for managing financial relationships. This setting provides an additional layer of control over the scope of client management regarding billing. Exceeding the assigned credit limit does not prevent further work but provides internal notification.

Billing rules in Workslayr define how financial aspects are handled for each specific client. These settings determine how charges are applied to invoices and influence financial tracking. The scope of these rules applies directly to the associated client.

Workslayr does not manage tax compliance directly. The platform provides fields for tax-related information, but users are responsible for accuracy and adherence to regulations. For details on managing client information, refer to Client Profiles.

Applying Billing Rules #

Billing rules become active when a client is created or when an existing client’s profile is updated. These rules are specific to each client and are configured within their profile settings under the ‘Billing & Tax Information’ section.

• Client-Specific Application: All billing rules are tied directly to an individual client record.
• Impact on Financial Transactions: These rules influence the generation of invoices, estimates, and other financial documents for that client. They also affect how recorded expenses and time logs are categorized for a client.
• Exemption Certificates: Fields are provided for tracking tax exemption certificate details, including type (e.g., EIN, SSN) and expiration dates. Workslayr utilizes this information at checkout if the certificate is active.

Understanding the scope of client management in Workslayr helps in setting up appropriate billing configurations for each of your clients.