Update Statement Billing Window

This feature will be available 17 June 2022

Providers will now be able to update their service’s statement billing windows on demand through their Office account.

Previously, you needed to contact our support team to update your statement billing window. This tool makes it easier to be in control of and on top of your billing needs for your centre and type of care.

Screen_Shot_2022-06-15_at_3.02.56_pm.png

 

 

This action will only be available to Provider Level Users. Providers will be able to nominate administrators to access this feature at their discretion. Please see below for steps on how to action this.

 

Considerations

Upon onboarding to Xplor, your service will be set up to a Fixed Billing Window or a Non-Fixed Billing Window as per your nomination. Services are not able to change billing types from Fixed to Non-Fixed or Non-Fixed to Fixed. To have this changed, services will need to email support@myxplor.com with the following details

Subject Line:
Billing Window Change from Fixed to Non-Fixed/ Non-Fixed to Fixed 

Body:
Wanting to update the billing type for our service.

Service Details: Enter your Service Name and Service ID

Billing Window Options

Place the date range here:

Non-Fixed:

2 weeks in arrears

1 week in arrear

Current Week
1 Week in advance
2 Weeks in advance

Fixed:

Select the date to be billed to

One of our helpful Xplor Success Members will email you to confirm when the statement billing window type has been updated. This will be actioned within 2 business days provided you have correctly included all the relevant information. 

 

Fixed Billing Window

Fixed Billing Windows enable services too bill to a set date, this date will be fixed until the provider updates. This is a great option for services that bill via term periods for example.

To update your Fixed Billing Window, sign into your provider or approved administrator Office account, then:

  1. Navigate to Settings
  2. Service Settings
  3. Billing Window
  4. Through this screen you will see the Billing Window Type is set to Fixed (this cannot be altered), Under Fixed Window Settings, select the date to charge the statements too.
  5. Select Update to the bottom right
  6. Review the New Statement Billing Window, select Confirm if correct
  7. You will be directed to a Success Screen, press okay
  8. Done

Note: Statements can take up to 30 minutes to update balances to the new billing window.

ezgif.com-gif-maker__5_.gif

 

Non-Fixed Billing Window

Non-Fixed Billing Windows enable services to bill on a set schedule (2 weeks in arrears, 1 week in arrear, current week, 1 week in advance, 2 weeks in advance). The balance will be adjusted automatically weekly in the system. This is a great option for services wanting to establish a set billing pattern for families. 

To update your Non-Fixed Billing Window, sign into your provider or approved administrator Office account, then:

  1. Navigate to Settings
  2. Service Settings
  3. Billing Window
  4. Through this screen you will see the Billing Window Type is set to Non-Fixed (this cannot be altered), Under Non-Fixed Window Settings, select from the options; 2 weeks in arrears, 1 week in arrear, current week, 1 week in advance, 2 weeks in advance.
  5. Review the update through the calendar view (billing highlighted in purple)
  6. Select Update to the bottom right
  7. Review the Update Billing Window pop up, select Confirm if correct
  8. You will be directed to a Success Screen, press Okay
  9. Done

Note: Statements can take up to 30 minutes to update balances to the new billing window.

ezgif.com-gif-maker__4_.gif

Administrator Permissions

By default, this feature will only be available to provider level accounts. Providers are able to nominate administrators at a centre level to also access this feature. To do so, providers are to sign into their Office account, then:

  1. Navigate to Profiles: Administrators
  2. Select the nominated Administrator
  3. In the Admnistrator account, navigate to the Permissions tab to the top right of the screen
  4. Scroll down the User Permissions screen to Service Settings
  5. To turn this permission on, toggle to Statement Billing Window Permission on (it will appear orange)
  6. Press Save
  7. Done

Admin_Permission.gif