Billing methods

Requires.

• Billing Information Page with View on the customer's location to see the list.
• Billing Information Page with Modify to create or edit a billing method.
• Billing Information Page with Delete to delete a billing method.
• Credit Card Details - Full Control or Bank Account Details - Full Control to view full card or bank numbers.
• View PAN (user-level flag) to reveal the full credit card number on an existing method.

Billing methods are the payment methods on file for a customer — credit cards, bank accounts, or manual billing entries. You manage them from the Accounting area of a customer record. Each customer can have multiple billing methods, and one can be flagged as the default.

Billing methods are available on customer records only. Lead records do not show the Billing Methods tab and cannot create billing methods.

Navigation: Home > Customers > [Customer Name] > Accounting > Billing

What you see

The billing list is a card-based view of all active billing methods for the customer. Each card shows:

• An ID badge.
• The billing method name (payment type + masked last four digits, e.g. "Visa ****1234").
• A nickname in parentheses, if one has been set.
• A Default badge if this is the customer's default billing method.
• A note/comment, if one exists.

A New Billing Method button appears in the top-right corner when you have modify permission.

Create a billing method

1. Click New Billing Method on the billing list page.
2. Optionally check Default to make this the customer's default billing method.
3. Enter an optional Nickname and Note.
4. Select one or more billing Uses (e.g. Monitoring, Install) from the multi-select pillbox.
5. Set a billing address:
   • Check Same as primary address to use the customer's address (the customer address appears as placeholder text — you can still override individual fields).
   • Or enter a separate billing address: Address 1, Address 2, City, State, Zip.
6. Set the Billing Cycle, Billing Start Date, and Billing Date (day of month).
7. Optionally check ACH if applicable.
8. Under Payment Details, choose a payment type:
   • Credit Card — fill in Card Type (Visa, MasterCard, Discover, American Express, Other), Name on Card, Card Number, and Card Expiration (4-digit MMYY format).
   • Bank Account — fill in Account Type (Savings, Checking, Other), Bank Name, Bank Institution ID, Account Number, and Routing Number.
   • Manual — no additional fields required.
9. Click Save.

The create/edit form separates general billing-method information from payment details. The top section contains the default flag, nickname, note, uses, billing address, cycle, start date, billing date, and the ACH flag. Payment Details appears as its own section below that and holds the payment type selector; when you choose Credit Card or Bank Account, the related fields appear directly under it.

Edit a billing method

1. Click the billing method name on a card in the list.
2. Make your changes.
3. Click Save.

Heads up. If this billing method already has payments recorded against it, the payment type and sensitive fields (card number, account number, routing number, bank institution ID) are locked and cannot be changed. Create a new billing method if you need different payment details.

Delete a billing method

1. Open the billing method you want to delete.
2. Click Delete (bottom-left of the form).
3. If the billing method is linked to recurring invoices, a modal lists the affected invoices and asks you to select a replacement billing method (or leave it empty to unlink them). Choose a replacement and click Replace and Delete.
4. If no recurring invoices are linked, a simple confirmation dialog appears. Click Delete to confirm.

Note. The Delete button only appears when the billing method is deletable (no active dependencies preventing deletion) and you have the delete permission.

View the full credit card number

When editing a credit card billing method, a View Full Number button appears below the card fields. Clicking it opens a read-only modal showing the unmasked card number.

Requires. The View PAN permission on your user account.

Duplicate detection

If your company has duplicate billing method prevention enabled, SecurityTrax checks whether the credit card or bank account already exists on another customer when you save. If a duplicate is found:

• An error notification appears.
• If you have Duplicates Restriction - Can Override, an Override Duplicate Billing checkbox appears so you can proceed despite the duplicate.

Form fields

Tips

• When deleting a billing method that has recurring invoices, always choose a replacement to avoid disrupting automatic billing.
• Nicknames and notes are validated to prevent accidentally pasting credit card numbers into text fields.
• On some companies the available Billing Date options are restricted by an administrator. If you don't see all 31 days, that's by design.

Related

• Accounting — Transactions — the landing page for the customer's accounting area.
• Invoices — recurring invoices use billing methods for auto-pay.
• Payments — payments recorded against a billing method charge it automatically.