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Consolidated Invoicing 

Overview 

Many of your customers may subscribe to one or more products/services that you offer. Chargebee generates a separate invoice for each subscription renewal, by default. So when multiple subscriptions renew on the same day, the customer could end up receiving too many invoices on a single day from you. Consolidated invoicing in Chargebee helps combine all the charges raised on any given day into a single invoice.

Note

Consolidating invoices across multiple customer records is only possible when account hierarchy is enabled.

Configuring Consolidated Invoicing 

Consolidated Invoicing is disabled in Chargebee by default. To enable consolidated invoicing in your Chargebee site, follow these steps:

  1. Click Settings > Configure Chargebee > Consolidated Invoicing > Enable.

  2. In the Consolidated Invoicing page, perform the following steps:

    • Consolidate invoices for all customers: You can enable invoice consolidation for all customers by selecting this option. You can optionally allow overriding for individual customer records via Chargebee interface, by toggling this option as displayed below.
    • Generate separate invoices for charges with different shipping addresses: If this option is enabled, when the charges have different shipping addresses, they are not invoiced together and if they have the same shipping address, they are consolidated. You can disable this option to ignore shipping address for the purpose of invoice consolidation.
    • Generate separate invoices for charges with different PO numbers: If enabled, when the charges have different PO numbers, they are not invoiced together and if they have the same PO number, they are consolidated. You can disable this option to ignore the PO number for invoice consolidation.
  3. Click Apply.

Note
  • Two shipping addresses are considered the same when all their field values (including first and last name) are exactly the same letter-for-letter in a non-case-sensitive manner.
  • If taxes are enabled for the site (even if for other regions than the shipping addresses) then separate invoices for each shipping address gets generated, even if the option is disabled.

Here's a sample of an invoice that consolidates charges for a customer:

Prerequisites for Invoice Consolidation 

After consolidated invoicing is enabled, the subscription renewals and unbilled charges for a customer are consolidated into single invoice only when they meet ALL of the following conditions:

  • The charges for the customer (subscription renewals and unbilled charges) are due to be invoiced on the same day.
  • The charges have the same currency.
  • The charges are from subscriptions that have the same auto-collection status.
  • If auto-collection is on, then the subscriptions have exactly the same payment method.
Note
  • Charges for new subscription activations (including those activating after a trial period and those set to start at a future date) are always invoiced separately.
  • If you wish to have all subscriptions renew on the same day of the month or week, then enable Calendar Billing.

Let's look at examples of subscriptions for the same customer and see how their invoices are consolidated.

Example 1

   Subscription A  Subscription B   Subscription C 
 Renewal Date  Today  Today  Today
 Renewal Charges  USD 30  USD 45  USD 240
 Auto-collection status  On  On  On
 Payment Method  VISA card ending 1118  VISA card ending 9998   VISA card ending 1118

Based on the prerequisites mentioned before, the charges for subscriptions A and C with the same payment method are consolidated. A separate invoice is raised for subscription B.

Example 2

   Subscription A  Subscription B   Subscription C   Subscription D
 Renewal Date  Today  Today  Today  Today
 Renewal Charges  AUD 100  AUD 170  USD 230  USD 120
 Auto-collection status  Off  Off  Off  Off

Here we see that subscriptions A and B are billed in AUD while C and D are billed in USD. This results in two invoices, one for each pair of subscriptions.

Consolidation Settings for Specific Customers 

After configuring consolidated invoicing in your Chargebee site, consolidated invoicing is enabled for all your customer records. When the Allow overriding via Chargebee interface option is enabled, users can disable consolidated invoicing for specific customers from the application User Interface.

To customize the consolidated invoicing settings for specific customers, go to the details page of the customer record, click the Override option for Consolidated Invoicing. You can enable/disable consolidated invoicing for the customer using the toggle button.

Via API

You can also enable/disable consolidated invoicing for a Customer via API:

Unbilled Charges 

When you invoice unbilled charges for a customer on-demand, then, subject to the consolidation rules, the charges across different subscriptions are consolidated into one or more invoices.

Subscription Renewals 

When multiple subscriptions renew on the same day and at different times, the invoice consolidation happens when it's time for the last renewal of the day. Until then, the other renewals for the day are added to unbilled charges.

Note

If Chargebee is running on day-based billing mode then all renewals would be scheduled for the beginning of the renewal date.

Dunning 

If the dunning settings are set to cancel subscriptions on dunning failure, all the subscriptions on a consolidated invoice are cancelled on dunning failure.

Next Billing Date 

In a consolidated invoice, from among the next billing dates of all the recurring charges on it, the most immediately upcoming date is shown as the next billing date of the invoice.

Coupons 

If a coupon applies to all the charges on the invoice, it is appended at the bottom of the invoice. If it does not apply to all the charges, then it is applied and shown at the line-item level.

Other Impacts 

  • Taxes applicable to the subscriptions/charges on the invoice: Tax for all the charges in the invoice are calculated on the date on invoice, irrespective of when the charge is created. For example, if a one-off charge is created in the middle of the term and added to unbilled items, Chargebee calculates the tax for the one-off charge as it applies on the date the invoice is created.
  • Custom Fields on the invoices: Any custom fields that apply to a particular subscription appears at the line item level in a consolidated invoice (that contains multiple subscriptions/charges).
Note

PO number and custom fields from the subscription will be filled in the line items only during invoice creation.

Disabling Consolidated Invoicing 

To disable the feature in your Chargebee site, follow these steps:

  1. Click Settings > Configure Chargebee > Consolidated Invoicing.
  2. Click Disable.

This disables invoice consolidation for your site completely. On re-enabling the feature, the Customer-level settings are restored.

Limitations 

  • Currently, consolidated Invoices does not work when the Metered Billing is enabled in your Chargebee site. If your need further help, contact [email protected] .
  • Even if the invoices are consolidated to one, customer's will receive multiple renewal reminder email notifications.
  • Currently Chargebee does not support subscription related merge tags for consolidated invoices in the email notifications mentioned below:
    • Invoice Receipt
    • NetD Payment Due Reminder
    • Offline Payment Reminder (Offline Dunning Invoice)
    • Payment Succeeded
    • Payment Failed
    • Payment Initiated
    • Payment Refunded
    • Refund Initiated

FAQs 

1. How does consolidated invoicing affect my new sales report?

The new sales report shows the total value of new recurring invoices generated for a particular period. For any given period, this report sums up the values of all first recurring invoices generated during that period.

When invoices are consolidated, only those line-items of a consolidated invoice that are first recurring charges for a subscription are included in the New Sales report.

2. How does the change in time zone affect consolidated invoicing?

Consolidated invoicing will have multiple line items renewing at different instances in a day. Changing time zone also means that these line items should renew on the same day, despite the change in timezone. Chargebee takes care of the change in the backend.

Say a customer receives consolidated invoice for three subscriptions that renew at three different times of the day.

Line Item # Subscription Name Renewal Date Renewal Time
1. Subscription #1 1 Jan 2017 10.00 AM
2. Subscription #2 1 Jan 2017 3.00 PM
3. Subscription #3 1 Jan 2017 9.30 PM

If the merchant changes the timezone from UTC to IST. It means the renewal time and ergo the renewal date will change for some line items in the invoice.

Line Item # Subscription Name Renewal Date Renewal Time
1. Subscription #1 1 Jan 2017 3.30 PM
2. Subscription #2 1 Jan 2017 8.30 PM
3. Subscription #3 2 Jan 2017 3.00 AM

This shift will reflect in the current month's invoice. But the invoice amount will be the same. From the upcoming renewal on, the renewal day and time will fall back to the original.

Line Item # Subscription Name Renewal Date Renewal Time
1. Subscription #1 1 Feb 2017 10.00 AM
2. Subscription #2 1 Feb 2017 3.00 PM
3. Subscription #3 1 Feb 2017 9.30 PM
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