How to pause billing for contracts
Pausing billing for a contract means that the customer will not receive any bills for their contracted days until the pause date comes around, but their contract will remain in force.
This is useful if you don't want to bill a customer for a certain period but allow them to keep their contract. For example, during Covid lockdown, you may want to stop billing all of your customers except for those that are key workers or have vulnerable children that will still be attending the club. In this case, you could pause the billing of all other customers except those that will still be attending.
This guide will talk you through how to pause auto-billing for contracts and how to un-pause it.
Pausing the billing for multiple contracts at once:
The first step is to head into the Contracts view in the Operations tab. This shows a list of all the contracts and you can use the date filter and the club filter to filter the contracts being shown. You can also use the search bar in the top right-hand corner to search for a particular contract.
You can see from the screenshot above (circled in green) that you can click to select all the contracts at once, helpful if you want to pause the billing for all the contracts for the selected filters. Then, as circled in red, you can see how you can run through the list of contracts and individually tick each one, helpful if you have a group within those shown for the filters selected.
When you have multiple contracts selected, you will see the "Batch Actions" button in the top left. If you click this, you'll see the option to "Pause Billing".
If you click "Pause billing", a pop-up will appear asking you to confirm the date which you'd like to pause the contracts until. You can enter the date manually or select it from the calendar.
Please note the date you select should be the next date that the parent should be billed for.
For example, if you bill monthly in advance and the pause until date is set to 25th March, the customer will receive a bill for March but it will only include dates from 25th March onwards.
Once you have set the pause until date, click "Pause Billing" to save the change and you will be taken back to the contracts view, where you can see the pause has been confirmed and can see when it will be paused until under each contract (as per screenshot below).
Pausing the billing for one contract (from the contract details view):
To pause the billing for one contract, you'll need to view the contract. To do this, you should head to the Contracts view in the Operations tab and locate the contract you want to pause the billing for then select to view it in more detail (as per screenshot below).
Once viewing the contract in more detail, in the top right-hand corner you'll see the "Other Actions" button. If you select this, a drop-down will appear, in which, you'll see the option to "Pause Billing".
If you select this, a pop-up will appear prompting you to confirm what date the contract should be paused until.
Once you've confirmed the date, you need to click the "Pause Billing" button. Once confirmed, you'll be taken back to the contract details page, where you'll see a notification bar along the top confirming the billing has been paused (as per screenshot below!).
Unpausing the billing for one contract & multiple contracts:
At some point, you'll need to unpause the billing for a contract or multiple contracts that have previously been paused. If you head to the "Contracts" view in the Operations tab, you'll be able to see which contracts have been paused as they'll have a note next to them.
If you wish to un-pause multiple contracts at once, from this view, you should tick each contract that you wish to unpause.
Again, as before, when pausing the billing for the contracts, you'll need to select the "Batch Actions" drop-down button in the top left hand corner and select the "Pause Billing". Again, a pop-up will appear.
You should select the red "Remove The Pause" button and you'll be taken back to the contracts view, expect the billing paused notification will have been removed.
If you need to unpause the billing for only one contract, again, you'll need to do this from the specific customers contract view. So, first, you'll need to find the customers contract that you wish to un-pause the billing for, once located, you'll need to select to "View" the contract in further detail.
Again, as before, you'll need to select the "Other Actions" button in the top right hand corner of the page. You'll then need to select the "Pause Billing" option from the drop-down and a pop-up will appear. Same as the above, again you'll need to select the "Remove The Pause" and the paused billing for this contract will then be unpaused.