ColivHQ allows you to bill automatically every month, and at the beginning of a new stay. To take advantage of this function, before you are ready to send bills, you need to:

  1. set up your revenue (and deposit) accounts 
  2. fill in a few settings related to bills

Additionally, if you want to send bills out automatically via email, you need to have at least one outbound email address on your account -- see here how to add an email address.



Set up your revenue (and deposit) accounts 

Here is how to set up your accounts:

  1. Click on your company or image at the top of the left navigation menu and select MY COMPANY
  2. You will be in the Billing section, scroll down to the Default bill. Here you can see the line items that you will usually have on your bills
  3. Press on the pencil next to any of the line items to edit them or to delete them. From here you can change the account to use, the description, the tax rate, and whether this is going to be a line item that appears in all bills or only on the first bill. When done with the edits click on SAVE
  4. Click on the + button at the top of the list to add other line items


Once the Default bill section looks like you would like to, move on to the Billing settings.



Bills-related settings

Here is how to fill in the settings related to your bills:

  1. Click on your company or image at the top of the left navigation menu and select MY COMPANY
  2. You will be in the Billing section, scroll down to the Billing settings and click on the pencil next to it
  3. Make sure to select at least one currency, if you have not do so yet
  4. Decide when you are going to bill. There are two options in ColivHQ:
    • From first day of stay: with this option, the billing period will always start on the same day of the month as when the stay started. For example, if someone moves in on June 20, the billing period of each month will be from the 20th of the month.
    • Calendar month: with this option, the billing period will be fixed, regardless of when someone moves in. If you select this, you will have the option to decide when you want all bills to be sent and when is the billing period starting. For example, if you would like the bills to always for our on the 25th of the month and the billing period to always be from the 1st of the month, enter 25 in "Billing day of month", 1 in "Billing cycle first day" and select "of following month" in billing month of first day. With this option, the first (and last) bill of a member will need to be prorated from the day of the move in to the end of the billing cycle. ColivHQ will do this automatically, if you select pro-rating on items that need to be adjusted (for example, not on membership fees).
  5. Enter information for your payment, to be printed on the invoice, such as your bank account, credit card link, or other instructions that you would like to provide
  6. Select "Bill deposit" if you are asking your members to pay a deposit and if you want ColivHQ to include that in the first bill. You will also need to select the amount of the deposit (in terms of month) and which account to be used to bill for it
  7. Select "Membership fee" if you are charging an initial fee to all new members. Specify the currency, the amount and the account for this.
  8. Finally, when all done, click on SAVE