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Customer Billing

Billing Configurations #

Cloud7 features a robust, built-in unified billing and payment system designed to efficiently manage billing and charging processes for both customers and resellers. This comprehensive system ensures smooth financial operations and facilitates seamless transactions.

Cloud7 lets you maintain a detailed history of all billing and payment transactions. Customers can access their billing history through the self-service portal, ensuring transparency and trust. By leveraging Cloud7’s unified billing and payment system, you can streamline your financial operations, enhance customer satisfaction, and ensure compliance with financial regulations. This system provides the flexibility and control needed to manage complex billing scenarios and support your business growth.

Billing & Invoicing #

As a Cloud-Admin, you have full control over the billing and invoicing settings within Cloud7. This includes:

  • Currency Configuration: Define the currency in which your customers and resellers will be billed. Cloud7 supports multiple currencies, allowing you to cater to a global customer base.
  • Credit Card Enforcement: Enforce the use of credit cards for payment to streamline the billing process. This feature ensures that all transactions are processed quickly and securely.
  • Dunning Process: Implement a dunning process for managing non-paying customers. This process includes automated reminders and escalation procedures to handle overdue payments efficiently.
Configurations #

  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, you will see three sections, i.e Currency Settings, Credit Card Settings and Dunning Process.
  3. For “Currency Settings”, following are the details:
    • In “Currency” drop-down list, select the required currency for your billing. Cloud7 works on a single currency model and the currency selected here cannot be changed once a single invoice is generated for the customers or resellers through the platform.
    • In “Billing Precision” field, specify the number of decimal points that Cloud7 will work on during the bill or charge calculations.
  4. For “Credit Card Settings”, following are the details on the provided fields:
    • Enable the “Enforce Credit Card” option to require all existing customers and resellers, as well as any new signups, to provide a credit or debit card for payments. This enforcement makes credit cards mandatory for transactions. If you leave this option disabled, customers and resellers can choose between online and offline payment methods.
    • If the “Enforce Credit Card” option is enabled in Cloud7, an additional setting allows you to exclude trial customers from this requirement. By selecting the “Except Trial Customer” option, customers with only a single trial Resource Subscription will be exempt from the credit card enforcement. However, customers with multiple Resource Subscriptions, including both live and trial subscriptions, will still be subject to the credit card requirement.
    • In the “Enforcement Exemption” list, add any customers or resellers that needs to be excluded from Credit Card enforcement.
    • Use “Link Multiple Accounts with Credit Cards” toggle to allow single credit card or debit card to be configured for multiple customer or reseller organizations.
    • Cloud7 offers a credit card validation feature for Cloud-Admins to ensure that customers and resellers provide valid credit cards. This process involves deducting a small, fixed amount (configurable) from the card to confirm its validity. Upon a successful transaction, this amount is refunded to the Cloud7 wallet associated with the customer or reseller’s Resource Subscription. Enable “Validity Deduction From Credit Card” field to allow Cloud7 to perform validation checks on the cards.
    • In “Validity Deduction” field, specify the amount that needs to be deducted for validation.
    • Use the “No of Decline Payments Allowed” field to specify the number of attempts Cloud7 will make to deduct payment from a customer’s or reseller’s added credit or debit card. Once the configured limit is reached, Cloud7 will mark the card as “Blocked” and send an email notification to the associated organization informing them of the payment failure and prompting them to update their card information.
  5. The dunning process in Cloud7 is applied to any non-paying customer or reseller to ensure timely payments and maintain financial discipline. This process follows a structured four-phased approach. For “Dunning Process”, following are the details:
    1. Grace Period: During the grace period, customers are provided an opportunity to settle their outstanding invoices without immediate penalties. This phase can be enabled or disabled using the “All Customer/Resellers” checkbox. The total number of grace period days is specified in the “No of Days” field, allowing administrators to control the length of time customers have to make their payments before moving to the next phase.
    2. Warning Notification: If payment is not received during the grace period, the customer or reseller enters the warning notification phase. During this period, the non-paying customer or reseller receives prominent header notifications in Cloud7 and regular warning emails reminding them of the overdue payment. This phase also can be enabled or disabled using the “All Customer/Resellers” checkbox. The duration of the warning notification phase is defined in the “No of Days” field.
    3. Account Suspension: Should the customer or reseller fail to make payment after the warning notification period, their account moves to the suspension phase. In this phase, the associated Cloud7 account of the defaulting organization is suspended, with the user interface displaying only a single prompt leading to the payment system. This phase emphasizes the urgency of settling the outstanding payments. Like the previous phases, the account suspension phase can be controlled via the “All Customer/Resellers” checkbox, and its duration is set in the “No of Days” field.
    4. Delete Notification: If payment remains unpaid beyond the account suspension period, the defaulting organization enters the final phase: the delete notification. During this phase, Cloud7 sends a final warning reminder indicating that if the payments are not cleared, all resources associated with the Resource Subscription will be terminated, and the subscription itself will be canceled. Administrators can enable or disable this phase using the “All Customer/Resellers” checkbox and specify the number of termination warning days in the “No of Days” field. If the customer or reseller still fails to make payment after this period, the system will proceed with resource termination and subscription cancellation.
  6. Click on “Save” button in the footer of Cloud7 to save and submit the billing & invoicing configurations.

Payment Gateways #

Cloud7 supports integration with multiple payment gateways, enabling you to charge customers for their bills through various secure channels. You can configure your payment gateway merchant account to facilitate these transactions.

  • Supported Payment Gateways: Cloud7 integrates with popular payment gateways such as Stripe, and ADPAY. This flexibility allows you to choose the most suitable gateway for your business needs.
  • Simple Configurations: Access the payment gateway settings in Cloud7 and enter the required merchant account credentials, such as API keys and secret tokens. This will enable the payment gateway for customer transactions.
  • Seamless Transactions: Once configured, customers can easily make payments through the integrated gateways. This ensures a seamless and secure payment experience.
Configure Stripe #
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  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, click on “Edit” icon against “Payment Gateways” section (block) to open the list of all the supported payment gateways with Cloud7.
  3. Now click on “Edit” icon against Stripe to open the configuration drawer.
  4. Enable Stripe payment gateway using the “Enable” toggle button.
  5. In “Public Key” field, enter the public key for your Stripe merchant account.
  6. In “Secret Key” field, specify the secret key for your Stripe merchant account.
  7. Enable the required credit-card types accepted by you from the given list, including VISA, Master Card, American Express and Discover etc.
  8. Enable “Security Badge” option to make a “Protected by Stripe” badge on the Billing Profile page of customers and resellers in Cloud7.
  9. Click on “Verify” button in the footer of the drawer to save and submit the settings. Cloud7 will show a success message if it is able to establish a successful communication with the Stripe payment gateway.
Tax Engine & Rules #

Cloud7 includes a built-in tax engine that allows you to define and manage tax rules according to your business requirements.

  • Defining Tax Rules: Set up tax rules based on geographical regions and specify tax rates and conditions to ensure accurate tax calculations.
  • Automatic Tax Calculation: Cloud7 automatically calculates taxes based on the defined rules during the billing process. This ensures compliance with local tax regulations and accurate billing for your customers.
List Tax Rule #

  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, click on “Edit” icon for the “Tax Rule”.
  3. Cloud7 will open the listing page for all the tax rules added by you, with an option to create more rules or edit and delete the existing ones.
Add Tax Rule #

  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, click on “Edit” icon against “Tax Rule” section.
  3. On tax rule listing page, click on the “Create Rule” button in the top right corner of the Cloud7 header. A drawer will open.
  4. In the create tax rule drawer, provide the rule name in “Rule Name” field.
  5. In the “Country” drop-down list, specify the country on which the rule is applicable.
  6. In “Tax Rate %” field, specify the tax percentage. This rate will apply on the billing of taxable products.
  7. Select “Active” or “Suspend” in the “Status” option.
  8. Now click on “Save” button in the footer to add the rule.
Edit Tax Rule #

  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, click on “Edit” icon against “Tax Rule” section.
  3. On tax rule listing page, click on the “Edit” icon against the required tax rule to be edited. Cloud7 will open the edit tax rule drawer.
  4. After updating the required details, click on “Save” in the footer to save and submit the changes.
Delete Tax Rule #

  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, click on “Edit” icon against “Tax Rule” section.
  3. On tax rule listing page, click on the “Delete” icon against the required tax rule to be deleted. Cloud7 will prompt for the delete confirmation.
  4. Click on “Confirm” in the delete confirmation prompt to confirm your action and proceed with removal of the tax rule.
Suspend Tax Rule #

  1. To view Billing & Invoicing Configuration section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Billing Configurations.
  2. On this page, click on “Edit” icon against “Tax Rule” section.
  3. On tax rule listing page, click on the “Edit” icon against the required tax rule to be edited. Cloud7 will open the edit tax rule drawer.
  4. Change the “Status” of the rule from “Active” to “Suspend”.
  5. Now click on “Save” in the footer to save and submit the changes.

Invoices #

As a Cloud-Admin in Cloud7, you have access to a comprehensive view of all customer and reseller invoices under the “Invoices” menu. This feature provides critical insights into the billing and payment status of all associated accounts.

Each invoice within the system displays essential details, including the invoiced amount, applicable tax rate, and the issue date. The status of each invoice is clearly indicated, allowing for efficient monitoring and management of payments. This visibility helps you ensure that all financial transactions are tracked accurately and any outstanding payments are promptly addressed.

Invoices contain detailed information about resource consumption and associated bills. Cloud7’s billing system is designed to generate a separate invoice for each Resource Subscription. This approach ensures clarity and precision, as each Resource Subscription has its own billing cycle, distinct from other subscriptions. This separation facilitates a clear understanding of costs and resource usage for both administrators and customers.

By leveraging the “Invoices” menu, you can effectively manage and oversee the financial aspects of Cloud7, ensuring that billing is accurate, transparent, and up-to-date.

As Cloud-Admin, you can search for particular customer or reseller specific invoices or define the time range using the search filter available on the invoices listing page. Additionally, you can also cancel an invoice, capture the online payment for an invoice if the auto deduction is disabled, and resend the invoice to the associated customer or reseller.

For reconciliation purposes and integration with external systems, Cloud7 also offers an option to export invoices. This feature enables you to easily transfer and manage billing data outside of Cloud7, facilitating seamless financial reconciliation and analysis in your preferred accounting or enterprise resource planning (ERP) systems.

List Invoices #

  1. To view Invoices section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Invoices.
  2. On this page, you will be able to see all the invoices generated for your customers and resellers.
  3. Use the filter to search for specific invoices by selecting customer or reseller organization names as well as the date range.
  4. Use “Create” button in the top right corner of Cloud7 header to create a manual invoice.
  5. Use “Export CSV” button to export the entire list of all the invoices with their statuses and other relevant details.
  6. Select an invoice and click on “Export Invoice” button to export it in PDF format.
  7. Click on “More” icon against an invoice and select “Cancel Invoice” option to cancel a generated invoice.
  8. Click on “More” icon against a required invoice and select “Capture Payment” to deduct the due amount from associated organization’s configure online payment method like credit card.
  9. Click on “More” icon against a required invoice and select “Adjust Offline” to adjust the invoice offline by adding offline payment reference and details.
  10. Click on “More” icon against a required invoice and select “Resend Invoice” to send it via an email to the associated organization. Invoices will always be delivered to the registered email address of the primary contact (primary user) of a customer or reseller organization.
Create Manual Invoice #

  1. To view Invoices section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Invoices.
  2. On this page, you will be able to see all the invoices generated for your customers and resellers.
  3. Use “Create” button in the top right corner of Cloud7 header to create a manual invoice.
  4. While creating a manual invoice, you may specify:
    1. In “For” field, specify whether this invoice is for “Customer” or “Reseller”.
    2. If you select “Customer” or “Reseller” in the above field, specify the customer or reseller organization in the “Select Customer” or “Select Reseller” field.
    3. In “Select Contract” specify the contract with which this invoice is to be associated.
    4. Define status of the invoice using the “Status” drop-down list. The options include “Paid” and “Unpaid”.
    5. Specify the date of issue of the invoice using the “Issue Date” field.
    6. Also specify the due date for the invoice in “Due Date” field.
    7. For “Invoicing Period”, define the “From” and “To” range of dates.
    8. Using the “Invoiced Items” section, add the items from either the contract or manual items (resources or items not being managed through Cloud7).
    9. Click on “Create” button at the footer of Cloud7 to generate the manual invoice.
Adjust Invoice Offline #

  1. To view Invoices section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Invoices.
  2. On this page, you will be able to see all the invoices generated for your customers and resellers.
  3. Click on “More” icon against a required invoice and select “Adjust Offline” to adjust the invoice offline by adding offline payment reference and details.
  4. In the adjust invoice offline drawer, select “Mark as Paid” option to change the status of the invoice.
  5. In “Transaction Reference” field, specify any reference to the offline payment like cheque number etc.
  6. In the “Description” field, add additional details relevant to the offline adjustment.
  7. Click on “Save” in the footer of the drawer to update the status of the invoice.

Credit Card Status #

The Credit Card Status feature in Cloud7 offers valuable insights into the payment methods utilized by customer and reseller organizations. This feature allows you to identify which organizations have configured an online payment method, such as a credit card, and which ones are using offline payment channels.

By providing a clear overview of payment method status, Cloud7 enables you to streamline payment management, ensuring that you can easily track and manage the financial interactions of your customers and resellers. This insight helps in maintaining efficient billing operations and proactive handling of payment-related issues.

  1. To view Credit Card Status section, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Credit Card Status.
  2. On this page, you will see the “Billing Profile Status” as either “Configured” or “Not Configured.” A “Configured” status indicates that the customer or reseller organization has provided credit card information for online payments. Conversely, a “Not Configured” status means that the organization has not supplied credit card details.
  3. In the “Credit Card Status” column, you can monitor the status of credit cards within Cloud7. If the online deduction of a payment fails beyond the configured threshold for failed transactions, Cloud7 will change the status to “Blocked.” This feature ensures that you are promptly informed of any payment issues, enabling timely resolution and maintaining the integrity of the billing process.

Transaction Logs #

Cloud7 maintains a comprehensive transactional journal in the form of Transaction Logs. These logs offer detailed insights into your financial activities, including total income and expenses. By meticulously recording each transaction, Cloud7 ensures that you have a clear and accurate view of your financial performance. This feature enables you to track revenue streams, monitor expenses, and maintain a transparent and accountable financial record.

  1. To view Transaction Logs, log in as Cloud-Admin (or a staff member with the necessary privileges) and navigate through the menu path: Billing & Reports >> Customer Billing >> Transaction Logs.
  2. On this page, all the inbound and outbound transactions, including payments from customers and resellers, wallet credits top-ups, free credit allocations and other adjustments are listed.
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