Billing

What the Billing page is for

The Billing page is where you configure every financial rule on your platform: the legal identity that appears on invoices, how documents are numbered, your tax rates, the automation that generates renewal invoices and suspends or terminates unpaid services, customer credit rules, hourly (pay-as-you-go) billing, and the currencies you accept. The settings here directly affect what customers are charged and when their services stop, so review them carefully before you switch automation on.

How to reach it

Open the admin panel sidebar and go to Settings. In the settings navigation, under the Financial group, select Billing. The page opens on the Invoicing tab by default.

The Billing page is split into three top tabs, shown across the top of the panel:

• Invoicing — company address, tax settings, and document numbering.
• Automation — provisioning, suspension, termination, reminders, auto-payment, credit application, and hourly billing.
• Currency & Rates — the currencies you accept and how exchange rates are sourced.

One Save button covers everything. A Save button sits at the top-right of the Settings page while you are on the Billing tab. Clicking it persists all three Billing tabs together — you do not need to save each tab separately. The Currency settings sub-tab and the currency/VAT tables are the exception: those have their own inline Save and action buttons (covered below) and apply as soon as you use them.

Invoicing tab

Company Address

This is the legal identity printed on invoices, proformas, and receipts. Fill in each field that applies to your company:

Field	What it does
Legal Company Name	The registered business name shown at the top of every billing document.
Address Line 1	Primary street address.
Address Line 2 (optional)	Apartment, suite, or unit, if needed.
City	City or town.
State / Province	Region or state.
Postal Code	ZIP or postal code.
Country	Chosen from a dropdown of countries.

Tax Settings

Tax Settings is a collapsible section — click its header to expand it. Inside you control VAT/sales tax:

• Enable VAT — a toggle that turns tax calculation on or off for your invoices.
• VAT Number — your company tax registration number, printed on documents.
• VAT Rates by Country — a table of per-country rates. Click Add Rate to enter a Country Code, Country Name, and percentage. Each row has a status badge you can toggle between Active and Inactive, plus edit (pencil) and delete (trash) actions.

Document Numbering

This table controls the prefix and next sequence number for each document type. There are four rows — Invoices, Proformas, Orders, and Tickets — each with three editable values:

Column	Meaning
Prefix	The text in front of the number (for example INV-, PRO-, ORD-, TKT-).
Next #	The number that will be assigned to the next document of that type.
Preview	A live, read-only preview combining the prefix and next number so you can see exactly how the next identifier will look.

Only raise the Next # value — never lower it below a value you have already issued, or you risk duplicate document numbers.

Automation tab

This tab drives the unattended billing lifecycle. Each item is a toggle or numeric field; remember to click the top Save button when you are done.

Core automation toggles

Toggle	Effect when on
Auto Provisioning	Services are set up automatically once an order is paid.
Auto Suspension	Overdue services are suspended automatically after the grace period.
Auto Termination	Long-overdue services are terminated automatically after the second grace period.
Continuous Invoice Generation	Renewal invoices are generated on a rolling basis as services approach their due dates.

Guest Invoice Payment

The Guest Invoice Payment toggle lets a customer pay an invoice without logging in. When enabled, an information note appears explaining the behaviour.

Client Profile Lock

Choose which profile fields customers may not edit themselves — First Name, Last Name, Company, Phone, Address, City, State, Postal Code, Country, and VAT Number. Tick a field to lock it; locked fields turn red. Use the Lock all or Unlock all shortcuts to set every field at once. This is useful when your tax records must match a verified identity.

Service Lifecycle

Three numeric fields define the timeline from due date to termination:

Setting	Counted from	Purpose
Suspension Grace (days)	After the due date	How long an unpaid service stays active before suspension.
Termination Grace (days)	After suspension	How long a suspended service waits before it is terminated.
Renewal Invoice (days)	Before the due date	How far ahead the renewal invoice is generated.

Use the example timeline. Below these fields, a small blue panel shows a worked example with real dates — exactly when the renewal invoice is generated, when suspension happens, and when termination fires, based on your current numbers. It is the quickest way to sanity-check your policy before enabling automation.

Invoice Reminders

Three independent reminders — First, Second, and Third — each has an enable toggle and a “days after the invoice is created” value. Turn on the ones you want and set the delay for each; the day field is disabled until its reminder is enabled.

Abandoned Checkout Recovery

Email a customer once if they start a checkout but never finish paying. Settings:

Field	What it controls
Send recovery emails	Main toggle for the feature (one email per abandoned order).
Send after (hours)	Hours since the order started before the email is sent.
Stop after (hours)	Skip orders older than this age.
Reached gateway only	Only email customers who got as far as the payment gateway, skipping never-started orders.

Embedded Card Checkout

The Enable embedded card checkout toggle lets customers enter card details directly on your site (Stripe) instead of being redirected to a hosted page, which reduces drop-off. It applies to Stripe only; other gateways continue to redirect. A Stripe publishable key must be saved in the gateway configuration for this to work — see Payment Gateways.

Auto-Payment for Renewals

When Enable Auto-Payment is on, FluxBilling charges saved payment methods for renewal invoices automatically. Three fields tune the behaviour (greyed out until the toggle is on):

Field	Range	Meaning
Days Before Due	1–14	When to attempt the charge relative to the due date.
Max Retries	0–5	How many times to retry after a failed charge.
Retry Interval (hours)	1–72	Wait time between retry attempts.

A separate toggle, auto-enroll on save, can opt customers into auto-payment when they save a card.

Automatic Credit Top-up

For prepaid and hourly customers, Enable Auto Top-up charges a saved method to refill account credit when it drops too low. Set a Threshold (the balance that triggers a top-up), a Target (the balance to refill to), and a Cooldown in hours so the same customer is not charged repeatedly.

Default Document Type

Choose how new billing documents are issued:

• Invoice (direct) — a payable invoice is created straight away.
• Proforma First — a proforma is issued first and converted to a final invoice once paid. An explanatory panel describes the selected workflow.

Credit Settings

Still on the Automation tab, this section governs account credit (wallet) deposits. Amounts use your base currency symbol.

Setting	What it does
Min Deposit	Smallest amount a customer can add to their credit balance.
Max Deposit	Largest single top-up allowed.
Hourly Min Balance	Minimum credit required to keep running hourly services.
Apply VAT to Credit Deposits	Toggle whether tax is added when a customer buys credit.
Auto-Apply Credit to Invoices	Automatically use available credit to pay new invoices.
Allow User Override	Lets customers choose whether their credit is applied automatically (only available when Auto-Apply is on).

An explanation panel updates as you change these toggles, describing exactly how credit will be applied with your current choices.

Hourly Billing

The final Automation section, hourly (pay-as-you-go) billing draws down a customer’s credit balance for as long as a service runs. Turn on Enable Hourly Billing, then configure:

Setting	What it does
Suspension Grace (hours)	How long a service keeps running after credit runs out before it is suspended.
Termination Grace (hours)	How long a suspended hourly service waits before termination.
Low Credit Warnings	Toggle that warns customers before their credit runs out. When on, set a Warning Threshold in hours — the customer is alerted when their balance covers less than that many hours of usage.
Monthly Summary Invoices	Generates a single summary invoice per month for hourly charges.

A Generate previous month now action lets you manually run the monthly summary generator for the previous month. Click Run now to trigger it.

The manual generator is safe to re-run — duplicates are prevented. If a summary already exists for that period, it tells you nothing was generated rather than creating a second invoice.

Currency & Rates tab

This tab has three sub-tabs: Currencies, Exchange Rates, and Settings.

Currencies

A table lists every currency with columns for Code, Name, Format (a sample like $100 or 100€), the number of Users assigned to it, and Status. The base currency is marked with a star. Use:

• Add Currency — opens a dialog for Code, Name, and Symbol, then makes the currency available at checkout.
• Enabled / Disabled badge — click to switch a currency on or off. A currency cannot be disabled while users are assigned to it, and the base currency cannot be disabled.
• Star — set an enabled currency as the new base currency.
• Pencil / Trash — rename or delete a currency (the base currency cannot be deleted).

Exchange Rates

Rates are shown as cards from your base currency to each enabled currency, with the value, last-updated time, and source. Buttons:

• Update now — fetches fresh rates from your chosen provider.
• History — opens a window listing recorded rate changes over the last 30 days.
• The pencil on a card sets a manual rate override (badged “Manual”); the X clears the override and returns to the live rate.

Settings (rate provider)

Controls how rates are sourced:

Setting	Options / purpose
Auto-update rates	Toggle automatic refreshing. The fields below are disabled when off.
Exchange Rate Provider	Choose the rate source (European Central Bank and several commercial providers).
Update Interval	Hourly, every 4 hours, every 12 hours, or daily.
Rate Margin	A percentage (0–20) added on top of the market rate.
API Key	Appears only for providers that require one.

Click the inline Save button in this sub-tab to store the provider settings.

Tips and gotchas

• Enable the lifecycle and reminder automation only after you have checked the on-screen example timeline — getting grace days wrong can suspend or terminate paying customers early.
• Set your base currency before adding others; credit limits and several thresholds are expressed in the base currency symbol.
• Tax Settings is collapsed by default — remember to expand it to find the VAT controls.
• Changes on the Invoicing and Automation tabs are only stored when you click the top Save button; currency and VAT table actions apply immediately.

Related articles

Invoices, Invoice Export, Payment Gateways.