Understanding Billing Schedules

Billing schedules for a product (whether one-time or recurring) are a distribution of the net amount of a contract, based on the chosen billing frequency. Billing schedules determine the amount that should be billed to the customer once or over a period of time.

With every order and subsequent asset that you activate, Conga Billing automatically creates a billing schedule for that asset. You can use the billing schedules function to track all billing information related to an asset and order. These billing schedules are adjusted for proration and asset-based orders. 

Billing schedules take input from a variety of sources - CPQ, Price List Item, and Billing Preferences Setup, as shown in the above diagram.
For subscription-based recurring products, the net amount is distributed over a series of billing schedules. Each schedule displays the amount that may be invoiced for a specific duration based on billing frequency, along with the date when payments are due based on the payment term.
When you perform Invoice Runs to generate invoices, the appropriate billing schedules with Ready for Invoice Date less than or equal to the invoice Process Through Date are picked and mapped to the invoice line items.

A customer's billing schedule for each of the assets on their accounts page is shown:

The billing schedule displays these fields:

Note

The period start date and period end date on a one-time product's billing schedule reflects the start and end dates you defined on the quote/proposal page. The same behavior applies to products with a recurring or usage frequency. This is beneficial in tracking mid-term product cancellations.

You can invoice these billing schedules through invoice runs. To update assets, see Managing Assets.

Billing Schedule Status

A regular billing cycle moves through each of the following statuses sequentially in a product's billing schedules:

• Pending Billing
  Whenever a new billing schedule is created, its status is marked as "Pending Billing". Unless the schedule is not filtered for invoicing, this status will not change.
• Pending Invoice
  After an invoice run, if a billing schedule qualifies for invoicing, the status changes to "Pending Invoice".
• Invoiced
  If an invoice is approved, the status changes to "Invoiced".

For amendments and cancellations, the status changes to:

• Superseded
  If a billing schedule is overwritten by new billing schedules.
• Cancelled
  If you terminate a product with the status "Pending Billing" or "Pending Invoice", the billing schedules after the termination date will be marked as "Cancelled". No further action will be taken for the billing schedules with cancelled status.
• Invoice Cancelled
  If you terminate a product with the status "Invoiced", the billing schedules after the termination date are marked as "Invoice Cancelled".

Billing Schedule Category

The billing schedule category is as follows:

• Fee: A billing schedule generated for a regular product is in the Fee category.

• Cart Credit: A billing schedule generated for a negatively priced product is in the Cart Credit category.

Adding Fields to Legacy Asset Line Items for Billing Schedule

Adding any field to a legacy asset line item has a defined effect on the billing schedule. Consider the following definitions before changing a legacy asset line item.