Manage billing events

For each scheduled payment, BillPro creates a billing event. A billing event has a scheduled date and time when BillPro will collect the payment. It also has a unique identifier, and a status.

• For a new instalment order, BillPro creates the billing events for all instalments.
• For a subscription, BillPro creates one billing event at a time, always for the next billing cycle.
• When you create a metered order, you can schedule billing events as required.

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Update cards

When you update card details, BillPro tries to collect all outstanding payments. If you want to collect these payments later, manage them before you update the card details. You can skip, or merge and reschedule them to a later date.

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Billing events for instalments

You cannot add more billing events to an instalment order. When you manage billing events, check that you are collecting the right amount. To collect an additional payment, create a separate, single-payment order.

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Manage Billing Events with the API

You can also use the BillPro API to manage the billing events. See Scheduled Payments.

To display the billing events for an order, in the Order Summary, open the Schedule details.

In the Order Summary, the Schedule Details does not include all transactions. To display refunds, card authorisations, and initial payments, see Related Transactions. To display all transactions, go to the Payments section and select All Processed. See Display all processed transactions.

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Manage billing events

Here are the general steps to manage billing events:

1. In the Order Summary, go to the gear options menu
2. Select Payments. BillPro displays the Scheduled Payments pop-up, which includes the ID (the unique identifier of each billing event). You can use the ID to track the payment and retries and to check for duplicate transactions.
3. You can select billing events from the Scheduled Payments pop-up and use the available buttons to Skip, Reschedule, Merge, Retry, or Execute Now.

The available actions depend on the status of the order and its billing events. For more details, see Billing event status.

For more details of the actions, see the sections below.

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Amounts of billing events

• To change the amount of a billing event, you can reschedule without changing the date.
• To charge a 0 amount, skip (cancel) the billing event or fully refund it.

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Retry a billing event

You can retry a soft-declined billing event up to 15 times within 30 days of the soft decline. This is because a card issue can be resolved without your intervention. For example, a customer with insufficient funds could add more money to their account. To find out how to check for a soft-decline, see Display related transactions for an order.

BillPro notifies the customer when their payment is declined. The email notification contains a payment link so they can update their card. If you are in contact, you can ask them to use a payment link to update their card to make a payment.

You can also manually retry the billing event, as described here. BillPro tries to process the failed billing event again with the same card details.

To retry a billing event:

1. Select it in the Scheduled Payments pop-up
2. Click Retry and confirm that you would like to process the billing event now.

If the payment is approved, BillPro updates the order status to Active. It also stops any automatic retries. For details about automatic retries, see Auto-retry billing events.

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Reschedule a billing event

You can reschedule a billing event to change the date and/or adjust the amount. The billing event status can be Scheduled, Soft-declined or Hard-declined. (You can merge multiple billing events and reschedule the new billing event as part of the merge.)

To reschedule a billing event:

1. Select it on the Scheduled Payments pop-up
2. Click Reschedule
3. Enter the new Date or select it from the calendar and/or change the Amount. Then click Submit.

The customer receives an email notification of their rescheduled billing event by default. See Payment rescheduled and skipped and merged. The customer can use the payment link in this notification to open their order in the order portal.

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Skip billing events

If you skip billing events, you cancel them and do not collect their payments. The billing event status can be Scheduled, Soft-declined, or Hard-declined. BillPro subtracts the skipped amount from the total amount to pay for the order.

• For a subscription order, if you skip a billing event , BillPro schedules the new one. You can then manage the new billing event.
• For an instalment order, you cannot add more billing events. So as you manage payments, check that you will collect the right amount. To collect additional payments, create separate single-payment orders.

To skip one or more billing events:

1. Open the Scheduled Payments pop-up
2. Select one or more payments, and click Skip.

Check and confirm the action and click Skip. BillPro removes the skipped billing events from the schedule, and they are displayed with the fast-forward double arrow skip symbol. The Order Summary displays the total amount of the skipped billing events.

By default, BillPro notifies the customer of their skipped billing events. See Payment rescheduled and skipped and merged. The customer can use the payment link in this notification to open their order in the order portal.

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Merge billing events

BillPro can merge billing events into one new one, and you can adjust the amount and the scheduled date. The billing events can be Scheduled, Soft-declined, or Hard-declined.

To merge billing events, follow these steps.

1. From the Scheduled Payments pop-up, select the billing events to merge. Click Merge.

   

2. For the Amount, you can enter a new amount. BillPro will adjust the total amount of the order to use this amount. To charge a 0 amount, skip (cancel) the billing events or fully refund them.

   

3. Select when to process the merged billing event. By default, this is when the last of the billing events would be due, but you can select any time from now onwards.

4. Click Merge.

The old billing events have a Merged status and they display with a joint merged symbol. The new merged billing event has a Scheduled status. By default, the customer receives an email notification of their merged billing events. See Payment rescheduled and skipped and merged emails. The customer can use the payment link in this notification to open their order in the order portal.

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Execute a billing event now

You can collect a billing event before the scheduled date and time. If you collect a billing event early, BillPro does not change the payment schedule.

To process a billing event now:

1. Select it on the Scheduled Payments pop-up
2. Click Execute Now.

BillPro processes the billing event directly to the card attached to the order. If the transaction is soft-declined, the automatic retries start from the original scheduled date of the billing event.

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