Partner Billing / Invoice Feature : Helpdesk

Partner Billing / Invoice Feature

Please click here to read about the default Advertiser/Partner billing setup. 

Generate invoices for partners based on a specific timeframe and pay them directly from the platform.
Invoices

1. Invoices can be generated manually using Partner > Invoices > Add Invoice

2. Generate invoices automatically by switching on the toggle for Auto Invoice Creation. You can do this after an invoice is added by clicking name of the invoice > billing tab click "edit" > then click this button:

When the Auto Invoice Creation is on, the most recent invoice will be created and accounts for their specific billing frequency (eg. if the current date is April 1 and frequency is set to Monthly-the 2nd, the invoice generated will be for March 2-April 1).

3. When a new invoice is created, either manually or automatically, all the reporting is fetched and added in the invoice details and grouped by offer.
4. Auto Invoice Creation can be switched on or off at the network level by going to Network > Settings, which will override partner level settings for ‘manual’ and ‘other’ billing frequencies.

5. Manual adjustments which are independent of reporting data can be added to the invoice.

6. Data can be ‘synchronized’ in the invoice view to override previous reporting values. This feature is particularly useful for adding adjustments after the initial invoice is generated.

7. Generate a PDF view of the invoice by clicking on the invoice list menu action and then ‘Export as PDF.’  

8. Your company address can be updated in the Invoice PDF by going to Network > Settings > Addresses.

9. To filter invoices based on different criteria , navigate to Partners > Invoices > Filters and select the different breakdowns.

10. Notes can be added to invoices to store additional information and can be exported. There are two types of notes that can be added to the invoices - public and internal. Public notes are notes that an affiliate can see and will also be exported in the invoice PDF. Internal notes are notes that only the network can see, they will not be visible to the affiliate and not added to the invoice PDF.

Navigate to Partner>Invoices>edit invoice to find both types of notes.

You can see the internal notes from:
- Affiliates > Invoices > List: new column "Internal Notes"


- Affiliates > Invoices > View > General card: new field "Internal Notes"

Payments
1. Payments can be executed in the invoice list by selecting one or many invoices. The system will then prompt the user to confirm the amounts (these amounts can be modified at this point).

 - Invoice status is automatically updated to ‘Paid’ when the invoice is paid in full. Only successful payments are counting.

Payment Methods

1. Check

2. Direct Deposit

3. Paxum

4. Wire

5. Tipalti
6. .Paypal credentials at the Network level can be added in NetworkIntegrationsBillingPaypal

        *Payments made will Paypal will be set to pending until an off-line process will verify the status with Paypal. This generally takes about one minute.*

Please note:

You have to generate an clientId/clientSecret with the `Paypal Payouts` system
This is the document you will need to use.
Notifications
- A network notification is sent to employees when an invoice is created and when a payment is executed. Both email and in-app notifications can be enabled or disabled.
- An affiliate notification is sent to affiliate users when a payment is executed in their account

Affiliate Billing - Auto Creation Guide

Billing options can be updated by going to Affiliate > Manage > Click on name of Affiliate > Billing card > Edit

Auto Invoicing- If Auto Invoicing is Disabled within the Billings section, the other options are not used when manually generating invoices. An invoice will be auto-generated if Automatic Invoice Creation is enabled and there is a payout balance that fits the Billing Settings. 

Billing Frequency - Here you select how often you would like invoices to be generated and the exact start day of each billing period. For example, if "Weekly" is selected, you must also select a day of the week to start the invoice cycle. The generated invoice will cover the start day and will end the day before the start date of the next period. “Weekly-Thursday” will generate an invoice after midnight on Thursday for the period from midnight last Thursday to Wednesday 23:59:59 inclusively. 

Payment Terms - Amount of days which the invoice needs to be paid after the last day of the billing cycle. For examples if the Payment Terms is set to Net 30 and the Billing Frequency is set to Weekly. The Affiliate can expect to be paid 30 days after the weekly invoice was generated.

Invoice is hidden from affiliate by default - Enabling will prevent affiliates from being able to view generated invoices in their dashboard.

Invoice Generation Days Delay - This option allows you to generate an invoice following a given billing frequency, but with a configured delay. For example, a one week delay for a “Monthly” set to the 3rd of the month will generate an invoice on the 10th for the period from the 3rd on the previous month to the 2nd inclusively.

Auto Invoice Start Date - This is a one time setting for when Auto Invoicing is first enabled. This will prevent prevent invoices to be generated before the date set. It will also use this date as the beginning of the data accumulation for the Threshold amount. 

Auto Invoice Creation Amount Threshold - The minimum amount needed in the set billing frequency to generate an invoice. Also defined as a payment threshold. 

Rules of auto invoice generation based on threshold:

-If the threshold is not met in a billing period no invoice will be generated.

-If the past billing periods and the current billing period balance combined meets the threshold, an invoice will be generated. 

-A manually generated invoice's balance will not be used to determine if the threshold has been hit.

Within the invoice, rows from past billing periods that were added to hit the threshold will be highlighted in pink. 


Affiliates can input their billing information from their own login. In order to allow them to do this you need to first allow it in their platform:

Step #1

Go to Network > Settings > Global Settings > Edit > Turn "Allow Affiliates to update their billing information" to "On"

Now they can update/view their billing information in the affiliate UI by going to Company > Settings

*IMPORTANT* Please note that when this is not allowed in the affiliate UI they will still be able to see it, they just won't be able to edit it within their Affiliate UI

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