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Charges 

Introduction 

Your Chargebee product catalog allows you to define plans and addons that represent your products and services. However, often you may need to bill your customers for products or services that are non-recurring. Some of these charges may be ad-hoc and not part of your standard product catalog.

Non-recurring addons and one-time charges help you bill your customers in such cases. These can be applied to your customers via the Chargebee UI or via API.

Non-recurring Addon 

In addition to plans and addons in Chargebee that are billed recurringly, you can also create non-recurring addons. Such addons would represent products or services that are charged for in an ad-hoc manner and either purchased once immediately or scheduled for purchase when certain events happen such as subscription activation, trial start etc.

A non-recurring addon can also be applied against a customer record, in which case, it is not associated with any particular subscription.

Modelling a non-recurring or ad-hoc purchase as a non-recurring addon in Chargebee rather than as a one-time charge gives you greater insights around which type and how many addons were applied to your subscriptions using reports.

Non-recurring addons can be applied to customers or subscriptions in several ways:

Add Addon Action 

The Add Addon action can be found on the details page of both a Subscription or a Customer. (Shown below for a Customer)

  • Applying to a Customer:

    1. Select the non-recurring addon to apply.
    2. If needed, change the price of the addon in the Unit Price field.
    3. Select a coupon to apply. (Only one-time coupons that are applicable to the addon are available here).
    4. Service period:
      • Choose the time period that the addon service is to be accounted for by specifying the from and to dates/times of the period.
      • The default period is the current date/time and can be set to a period from any date/time in the past and into the future.
      • Chargebee accounts for this service period while running the revenue recognition and deferred revenue reports.

        Note
        The time component can only be chosen when your site runs on millisecond-based billing mode.

  • Applying to a Subscription

    1. Select the non-recurring addon to apply. Any non-recurring addon, including those that may have been restricted for the plan chosen, can be applied using this action.
    2. If needed, change the price of the addon.
    3. Service period:
      • Choose the time period that the addon service is to be accounted for. Specify the from and to dates/times of the period.
      • The period must start after the subscription start date/time.
      • Chargebee accounts for this service period while running the revenue recognition and deferred revenue reports.

        Note
        The time component can only be chosen when your site runs on millisecond-based billing mode.

    4. Choose whether to invoice the addon charge immediately or to add it to unbilled charges of the subscription.

Change Subscription 

You can also add non-recurring addons after clicking on Change Subscription on the details page of a subscription.

  1. Choose the non-recurring addon to charge for. Any addons that have been restricted for the plan selected, will not be available.
  2. If needed, change the price of the addon.
  3. Select the event at which to charge the addon. For some events, you can also choose whether the addon is charged just once or every time the event happens.
  4. Service period:
    • Choose the number of days that the addon service is to be accounted for. The period is considered to start on the day/time the addon is charged.
    • Chargebee accounts for this service period while running the revenue recognition and deferred revenue reports.

Adding via API 

A couple of the API calls for charging non-recurring addons are as below:

Note
  • Changing the addon price is not possible if the pricing model for the addon is tiered, volume or stairstep.
  • If an applicable coupon is present on the subscription, it will be applied to the addon.

One-time Charges 

You can collect a one-time payment from a customer or a subscription using the 'Add Charge' option. This option can be quite useful, especially when you come across scenarios where you have to collect payments from customers for goods or services that are not normally included as a part of their subscription model. It can also be used when you want to collect payment for a product or service that is not modeled into your system like a non-recurring addon.

A one-time charge can be applied to a customer or a subscription via the Chargebee UI or via API:

Add Charge via UI 

On the Chargebee UI the Add Addon action on the details page of either a Subscription or a Customer can be used to add a one-time charge. (Shown below for a Customer)

  • Applying to a Customer

    1. Specify the amount for the charge.
    2. Select a coupon to apply. (Only one-time coupons that are applicable to the invoice amount are available here).
    3. Service period:
      • Choose the time period that the charged service is to be accounted for. Specify the from and to dates/times of the period.
      • The default period is the current date/time and can be set to a period from any date/time in the past and into the future.
      • Chargebee accounts for this service period while running the revenue recognition and deferred revenue reports.

        Note
        The time component can only be chosen when your site runs on millisecond-based billing mode.

    4. Provide a description for the charge.
  • Applying to a Subscription

    1. Specify the amount for the charge.
    2. Service period:
      • Choose the time period that the charged service is to be accounted for. Specify the from and to dates/times of the period.
      • The period must start after the subscription start date/time.
      • Chargebee accounts for this service period while running the revenue recognition and deferred revenue reports.

        Note
        The time component can only be chosen when your site runs on millisecond-based billing mode.

    3. Provide a description for the charge.
    4. Choose to invoice the charge immediately or add it to unbilled charges. An email notification can also be sent when the invoice is generated.
      • Coupons cannot applied to the charge if invoiced immediately.
      • However, when the charge is added to unbilled charges, any invoice-amount coupon on the subscription will also apply to this charge.

If there have been multiple one-time charges against the subscription, the total of all the charges will be shown on the subscription details page:

Note: You cannot view the total one-time charges for a Customer on the UI.

Opt-in feature

Alert while charging a customer having unpaid invoices:

Enabling this feature displays a prompt while a new charge is created for a customer with unpaid invoices.

Click Proceed to charge the customer or Dismiss to cancel the charge creating event.

This applies for charges created during,

The prompt appears irrespective of the charge being invoiced immediately or added to unbilled charges.

To avail this feature, contact [email protected] .

Add Charge via API 

Here are a couple of API calls that can be used to add charges:

Adding One-time Charges and Addons 

In addition to creating invoices for a single charge or non-recurring addon, you can also create invoices for multiple charges and non-recurring addons together. When you want to add multiple ad-hoc charges or non-recurring addons to a customer or a subscription, you can make use of the Add One-time Charges and Addons action.

To raise an Invoice for multiple ad-hoc charges and addons, follow these steps:

  1. Navigate to the details page of the customer or subscription.

  2. Click Add One-time Charges and Addons action. Alternatively, you can click Add Charge > Advanced Options.

  3. In the Add One-time Charges and Addons page, click Add Charge to add any ad-hoc charges.

  4. In the Add Charge pop-up, enter the following details:

    • Amount: Specify the amount for the charge.
    • Service Period: Select the time period that the charged service is to be accounted for. Specify the from and to dates/times of the period. Chargebee considers this service period for the revenue recognition and deferred revenue reports. Note : The time component can only be chosen when your site runs on millisecond-based billing mode.
    • Provide a description for the charge.
    • Select the checkbox to specify if this charge is taxable (if left unselected, tax is not applied on this charge).
      • Choose the tax profile or tax code from the drop-down.
        • You can select the applicable tax profile from your Chargebee site.
        • If you have integrated your Chargebee site with Avalara for tax calculation, select AvaTax for Sales/Communications, and select the Sale Type, Transaction Type, and Service Type.
        • If you have integrated your Chargebee site with TaxJar for tax calculation, select TaxJar, and specify the tax Code.
        • Note: If you are using TaxJar, it is mandatory to specify the tax code even for tax exempt customers or charges, for the invoice to be eligible for TaxJar's auto-filing feature.
    • Click Add. You can click Add Charge to add more charges as required.
  5. Click Add Addon to add non-recurring addons. In the Add Addon pop-up, enter the following details:

    • Select an addon from the drop-down.
    • The price of the addon as configured gets displayed. You can modify this price if needed.
    • Service Period: Select the time period that the charged service is to be accounted for. Specify the from and to dates/times of the period.
      • Chargebee considers this service period for the revenue recognition and deferred revenue reports.
      • Note: The time component can only be chosen when your site runs on millisecond-based billing mode.
    • Tax related fields as defined for the addons are displayed.
    • Click Add. You can click Add Addon to add more non-recurring addons as required.
  6. You can click Add Coupon/Coupon Code to apply a coupon. (Multiple coupons of the same type can also be added. Contact support to avail this feature.)

  7. Specify the PO number if required.

  8. Under Invoice Notes, you can add additional information to be displayed to your customers on the invoice contextually. Invoice notes configured for Invoices in general, and those added for customer or subscription, non-recurring addon, if any, gets displayed here as well. You can remove some of these notes and add a new note as required. This note is displayed first in the invoice under Invoice Notes.

  9. If the addon is a physical good to be shipped, you can add the shipping address details. You can choose to ship to the customer's billing address, or you can even add the shipping address details. Any existing shipping addresses available for the customer are also available for selection.

  10. Click Preview and Send to preview the invoice, and click Generate Invoice.

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