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 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.

You can see your customer's Billing Schedule for each of the Assets on their Accounts page as shown in the following screenshot.


Let us understand what each of the fields on Billing Schedule means,

FieldDescription
Is SupersededA system flag that denotes if a Billing Schedule has been superseded due to an amendment or cancellation.

Ready for Invoice Date

The date on which this Billing Schedule is ready for invoicing.

Period Start Date

The date when the customer starts getting billed for this purchase.

Period End Date

The date till when the customer is billed for this purchase.
StatusThe stage at which the Billing Schedule is in the entire process.
Type

There are two types of Billing Schedules:

  • Contracted
    Contracted Billing schedules carry the volume and amount details as decided in the contract from Quote/Proposal. Only contracted Billing Schedules are picked by the Invoice run.
  • Informational
    These are only intended for informational purposes and not included in the invoice total. Invoices Runs do not pick Informational Billing Schedules for invoice generation.

Fee Amount

The bill amount corresponding to a Billing Schedule.

Order Line Item

The Order Line item for which this billing schedule is created.

Payment Term

The payment term you want to apply to the invoice. This is the number of days until invoice payment is due. The standard payment terms are:

  • Net 30
  • Net 45
  • Net 60

Account Location

The Account Location this order is billed to.

Ship to Account

The Account from which the purchase was made.

Billing Rule

The Billing Rule you defined on the product PLI (Bill in Advance, Bill in Arrears or Bill on Ready for Billing Date).

Note

The Period Start Date and Period End Date on the Billing Schedule for a one-time product reflect the same Start Date and End Dates that you define 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, please refer the section Managing Assets.


Billing Schedule Status

A regular Billing Cycle will see below-mentioned statuses on the Billing Schedules for a product. The Billing Schedule will move to each of the statuses sequentially:

  • 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 will change to ‘Pending Invoice’.
  • Invoiced
    If an Invoice is approved, the status will change to ‘Invoiced’.

For Amendments and Cancellations, the Status can change 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 will be marked as ‘Invoice Cancelled’.

Billing Schedule Category

Billing Schedule Category is as follows:

  • Fee
    A billing schedule generated for a regular product has Category as Fee.

  • Cart Credit
    A billing schedule generated for a product with negative price has Category as Cart Credit.