Billing & Cost Sharing

Invoices & Statements

When charges are on the ledger, an invoice is a view of real ledger activity. A statement shows the month of one member on one page.

How to make an invoice

You can make an invoice for any member from their outstanding ledger activity. The line items come directly from the ledger. Thus an invoice always agrees with the charges that it is based on.

The invoice lifecycle

An invoice goes from draft, to sent, to paid. When payments post to the ledger, they clear the charges on the invoice. The invoice then shows the amount that is still due. The invoice is attached to the ledger. Thus, Resyrv never loses a partial payment or an added charge.

When an invoice is not paid

Member reminders are optional. Go to Settings then Invoicing, to the Reminders section. There, you can set one reminder a number of days before the due date, and one reminder after it. The two fields are blank at the start. If a field is blank, Resyrv sends no reminder.

Autopay retries failed payments on its own schedule. If an invoice stays open past a threshold that you set, Resyrv escalates it to your staff. The default threshold is 30 days. You set it under Settings then Invoicing. Billing admins get an email that names the member, the invoice, and how far past due it is.

Each Monday, one aging digest shows all overdue invoices in 30, 60, and 90-day buckets. It also includes invoices that are so old that member reminders have stopped.

Escalation only tells your staff. It never adds late fees and never suspends a person. A person decides what to do about a member who does not pay repeatedly.

Monthly statements

A statement gives a member a clear PDF of the activity and balance for one month. It shows each flight, due, fuel credit, and payment, and ends with the amount that the member owes. Statements are good for members who want a periodic summary instead of an invoice for each charge.

PDF style and your logo

All Resyrv PDFs (invoices, statements, and reports) use one print system with a small set of skins. Each PDF shows the logo of your organization. The logo is a separate setting and is not part of Invoicing. Upload it one time under Settings then Operations. It then shows on each document that members receive. Until you upload a logo, the Resyrv logo shows.

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