Manage billing events

For all recurring payment orders, BillPro creates a billing event for each scheduled payment. A billing event has a scheduled date and time (when BillPro will collect the payment), a unique identifier, and a status.

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

To adjust the scheduled payments, the actions available for an order will depend on the status of the order and billing events. For more details, see Billing event status.

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Update cards

When you update card details, BillPro will try to collect all declined and overdue payments immediately. To collect these payments later, you can merge hard-declined billing events or schedule them to a later date. After you replace the card, the new scheduled billing event will be collected.

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Billing events for instalments

You cannot add more billing events to an instalment order. When you manage billing events, check carefully that you are collecting the required 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.

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Manage billing events

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. From the Scheduled Payments pop-up, you can select billing events and use the available buttons to Skip, Reschedule, Merge, Retry, or Execute Now.

For more details, see the sections below.

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Amounts of billing events

• To change the amount of a billing event only, you can reschedule it and change the amount 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 the issue that caused the soft decline may resolve without your intervention. For example, if the customer has insufficient funds, they could add more money to their account. To find out how to check if a payment was soft-declined in an order, see Display related transactions for an order.

BillPro notifies the customer when their payment is declined, and you can also contact them and ask them to use the links in the email notifications to make a payment or update their card.

And you can also retry the billing event manually as described here. BillPro tries to process the failed billing event again with the same card details as the original transaction.

To retry a billing event, in the Scheduled Payments pop-up, select it and click Retry. Confirm that you would like to process the billing event now.

If the payment is approved, BillPro updates the order status to Active and stops any automatic retries. For details on 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. (For multiple billing events, you can merge them and as part of the merge, reschedule the new billing event).

To reschedule a billing event, on the Scheduled Payments pop-up, select the billing event and click Reschedule. Enter the new date or select it from the calendar. You can change the Amount too. Click Submit.

By default, the customer receives an email notification of their rescheduled billing event. See Payment rescheduled and skipped and merged.

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Skip billing events

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

If you skip a billing event for a subscription order, BillPro schedules the next billing event, and you can manage that billing event. For an instalment order, you cannot add more billing events, so you should check carefully that you are collecting the required amount. If you need to collect an additional payment, create a separate, single-payment order.

To skip one or more billing events, on the Scheduled Payments pop-up, 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 display with the fast-forward double arrow skip symbol. The Order Summary displays the total amount of skipped billing events.

By default, BillPro notifies the customer of their skipped billing events. See Payment rescheduled and skipped and merged.

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Merge billing events

BillPro can merge billing events into one new billing event 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, do 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, which can be when the first scheduled billing event is due, at a future date, or now.

4. Click Merge.

The old billing events have a Merged status and display with a joint merged symbol, and 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.

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Execute a billing event now

When you collect a scheduled billing event early, BillPro continues with the other billing events in the schedule without any changes.

To process a billing event now (which is usually before the scheduled date and time), on the Scheduled Payments pop-up, select a billing event and click Execute Now.

BillPro processes the billing event directly to the card attached to the order. If the transaction has a soft-decline response, BillPro starts automatic retries from the original scheduled date of the billing event.

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Billing event status and actions

The following table describes the billing event statuses and actions you can take on each billing event.

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