1. Getting started with the rebilling system

Summary

The Rebilling System is currently only available in our legacy Partner Portal. Our team is actively working on making this available to partners using v2 of our Partner Portal.

Partner Portal Rebilling The Partner Portal rebilling integration will allow you to allow you to on bill all voice usage charges and create custom recurring and once off charges to your customers on the 1st of each month.

A white label invoice is automatically sent to your customers with all of the usual details such as your logo, and payment information.

Integrations

Xero The Xero rebilling integration will allow you to automatically on bill all services and utility charges to your customers. An invoice is then generated in Xero and sent as per your configuration.

Autotask The Autotask rebilling integration will allow you to on bill specifically VoIP utility (Wholesale Service Provider, VoIP Bundles and SIP Trunks) charges to your customers. Billable items will then be added to the Autotask contracts that you have linked and configured.

ConnectWise Coming Soon

1. Configuration

Before you can start, you will need to do some initial configuration before the system will be able to start generating invoices.

  • You are unable to view any other pages until you have completed the initial configuration.

  • Once these settings have been configured, you will be able to proceed to creating customers and assigning services.

2. Auto Invoice

The first option is the ‘Auto Invoice’ option, this tells the system if you want to have invoices sent to customers automatically once they have been generated.

  • Invoices are automatically generated and then e-mailed to your customers on the 1st of each month between 1AM and 6AM

If you choose not to turn Auto Invoice on you will need to manually download the invoices once they are generated and send them to your clients.

3. Your Company Details

These details will be placed on the invoice which is sent to your customers once you have created and assigned a service to them in the rebilling module.

Your Company Name, Company Phone and ABN are shown on the first page of the invoice which is generated.

4. Invoice Details

The next set of configuration options are only for the invoice itself.

  • Payment Terms

    This will set the number of days between when the invoice is generated (the 1st) and how many days your customer has to pay the invoice.

  • Payment Instructions

    Here you can enter any specific payment instructions that you’d like to appear on your invoices.

  • Account Name

    Enter the bank account name your customers should use when paying you and that you’d like to appear on your invoice.

  • BSB

    Enter the BSB your customers should use when paying you and that you’d like to appear on your invoice.

  • Account Number

    Enter the Account Number your customers should use when paying you and that you’d like to appear on your invoice.

  • Upload your logo

    This logo will appear at the top left of each invoice which is generated.

  1. The logo must be either a JPG,GIF or a PNG with a max dimensions of 128x200.

  2. White logos will not appear on the invoice as the invoice is generated on a white background.

Invoice Sender Email

One of the most important parts of the configuration section is the ‘Invoice sender email’, this is the email that your invoices are sent from. When an invoice is ready to be sent to a customer this is the email address the invoice will come from.

Once you have saved the form an email will be sent to you from “PostmarkApp” requesting that you confirm that you are the owner of the email address you supplied, this allows us to send emails on your behalf.

If no email address is received you can click on “Resend Confirmation Email” to resend the confirmation email. You can also click on “Check if Confirmed” to verify that you have verified your email address.

Please note: If this isn’t correctly set up, when invoices are generated they will not be sent and will display an error that the email address supplied hasn’t been verified

SPF Record

The last important one is the SPF Record. This setting is outside of the Rebilling module. We require you to set up a Sender Policy Framework (SPF) record where the DNS for your domain is configured. We provide a SPF checker which checks the DNS records against your domain name to verify that the policy has been applied. This check won’t work straight away once you have added an SPF record. As DNS servers don’t instantly replicate across the internet it could take from 30 minutes to 48 hours for the setting to be applied.

Invoice Prefix

This is added to the beginning of each of your invoice numbers for example AAP-00001

Invoice Number

If you enter a number into this field, when your invoices are generated the invoice number will start from the number entered.

Once you have saved your configuration a ‘Preview Invoice’ button will appear at the bottom of the configuration page and at the top of the summary page so you can preview an invoice with dummy data to see what it will look like.

Example Invoice

Overview page

VoIP summary page

5. Summary

The summary section displays All Invoices and Email Summary. The Invoices table displays invoices that have been Pending, Queued, Sent and any invoices that have failed to send along with a summary of the services and total cost for that customer.

The Email Summary displays a list of emails that have been sent. This includes notifications to your notification email address set up in the configuration stage.

Any emails that fail to send will be displayed here with a description as shown in the example image below. The first invoice has a ‘Hard bounce’ status with a description of why it failed.