WHMCS Monthly Invoice and Payments for Products and Domains

WHMCS Monthly Invoice and Payments for Products and Domains

Back   Posted on 31 january 2018 / Updated on 16 october 2020
Reading time 5 minutes

WHMCS Billing Logic

WHMCS generates an enormous amount of invoices, which is bad for you and your customers.

From customer's perspective, you're bombing them with invoices and email notifications on a daily basis. On paper one could have services due every day of the year. In WHMCS this turns into generating 365 invoices per year and who knows how many notifications. Customers with a lot of services are doomed to send you payments non-stop to avoid suspensions. This kills the user-experience.

From a business perspective, invoice processing is a labor-intesive process that requires employing workers. You're definitely incurring tangible costs of paying people to organize, print and record invoices. There are also the hidden costs of running a server that suistains the sending of so many emails not to mention transaction fees.

Life is too short to spend hours wrangling invoices. Billing Extension helps modern businesses reducing the unnecessary costs of invoice processing by reducing the number of invoices. This is also a "green" process that reduces energy consumption.

The module accomplishes this goal bringing you monthly invoicing which is the topic of this article. But it is worth to say that it can even prevent WHMCS from issuing unnecessary invoices including ones for fraudulent orders.

Monthly Invoicing? Stop Looking

From time to time in WHMCS community there are people claiming they managed to get monthly invoices. Some are even willing to make a software out of this. As they inevitably find out that it is more complex than expected, they disappear.

Then we have tens of feature requests "Under Consideration" on requests.whmcs.com opened more than 10 years ago. Are you still waiting?

The truth is that Billing Extension is the only solution that brings monthly invoicing in WHMCS. Our customers are using it since 2014. No other module can offer the same. What's intresting is that we didn't stop to monthly invoicing. Keep reading and be amazed.

Monthly Invoicing

OneInvoice is the name of a new billing mode integrated in our module. Assuming a customer has at least one service due every month, the module issues a maximum of 12 invoices per year. Months with no expiring services are ignored.

Among the different billing modes included in our module, OneInvoice can be considered the "less intrusive". WHMCS keeps generating proforma and sending notifications as normal for both renewals and new orders.

The twist here is that the module prevents WHMCS from turing them into invoices when they get paid. The proforma is removed ("suppressed" in technical jargon) from the system right a after all details about transactions, amounts and invoice items have been stored.

After this occurs, the customers see a "Thank you" page and administrators an exact copy of the proforma that leaves no room for mistakes. You can review all details and items involved. The module also clearly tells you why the proforma has been removed and when the proforma will be issued.

Speaking of invoice issuing, Billing Extension waits for the first day of next month to issue all the "pending invoices" in a single document. Let's say that on January a customer paid 5 proforma. Instead of receiving an equivalent number of invoices, the customer receives a consolidated invoice the first of February.

It is worth to say that you can freely issue pending invoices whenever you want in one click from the following intuitive interface.

Monthly Invoicing and Payments

OnePayment extends the concept of OneInvoice to payments. Not only it issues monthly invoices but also allows to receive monthly payments from customers, which lowers transaction fees.

Let's suppose you have 500 customers with the same setup (5 services 50 euro / month each) and that your payment gateway fees are 2.4% + 0.35 euro per transaction. At the end of the year here is the comparison between standard WHMCS billing and OnePayment.

WHMCS OnePayment
30.000 invoices 6.000 invoices (-80%)
120.000 email reminders 24.000 email reminders (-80%)
Transaction fees 46.248 euro Transaction fees 38.050 euro (-18%)

As you can see the number of invoices and email notifications has been reduced by 80% and you also saved 8.198 euro in transactions fees. It's amazing, isn't it? Now that you know the benefits of having monthly payments, let us describe you how it works.

We are on January 1st and OnePayment sends a consolidated email reminder about all services, products, domains and product addons that will expire next month on February. Customers have a full month to decide what they want to renew or cancel. If Enhanced Renewals is in use, they can clearly see it from sidebar.

On the first of February, the system issues monthly invoices to let customers renew what is about to expire in the same month. In the mantime they also receive the consolidated email reminder about services, products, domains and product addons that will expire next month on March. Long story short, the first day of every month a customer:

  • Receives a reminder for what is due next month
  • Has a full month to decide what services he/she wants to keep or cancel and eventually add funds
  • Receives the invoice to renew what is due in the current month

The only exception to the "monthly invoice" rule, are new orders. For example the customer that places an order to register a domain immediately receives the invoice. Starting from next renewal this specific domain will be included in monthly invoices. For obvious reasons, OnePayment should be enabled only when a customer has no "pending invoices" for other reasons (eg. OneInvoice).

Manual Invoicing - Invoice on demand

Manual Invoicing is an evolution of OneInvoice. As the name suggests, instead of issuing monthly invoices the first of the month, you can freely choose when you want to invoice, who and what items in one click from the usual interface previosly seen for OneInvoice.

You can also set warnings to make sure you don't postpone the issuing of invoices for too long. Such warnings ara available also for uninvoiced amount and for the number of involved customers.

Customer-based Billing Modes

As we just seen, Billing Extension offers you not one, not two but three new billing modes to match any needs. The most interesting part is that you can use all them in the same time! For example you can have the following scenario:

  • Default billing mode: Standard WHMCS
  • Customer A, B and C: OneInvoice
  • Customer D and F: OnePayment
  • Customer G: Manual Invoicing

This way you can meet customer requirements and promote long-term customer satisfaction. The default billing mode can be set from Addons > Billing Extension > Settings > Billing Preferences > Billing Mode.

As for customer-based billing mode, visit Addons > Billing Extension > Clients and focus on the button at top-right corner. It expands to let assign selected customers to any mode in one click.

Before swicthing billing mode for customers, make sure they have no pending invoices in Addons > Billing Extension > Billing. If you are disabling OnePayment, it's recommended to do that right after invoicing date (the 1st of the month).

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