Billing & Cost Sharing

When Invoices Are Created

A charge posts to the ledger immediately, but one setting controls when it goes on an invoice. Thus a charge can stay on a ledger for weeks with no invoice.

Charges post immediately, but invoices are separate

When someone returns a flight, its charges go on the ledger of the member immediately. This never waits for anything. The billing cadence controls when Resyrv collects these posted charges into an invoice.

This can be confusing. A member can owe money and see it in their balance, but have no invoice for it. This is the intended behavior. The invoice is a document that Resyrv makes from the ledger.

The four billing cadence options

Set this under Settings, then Invoicing. Use the Generate invoices picker in the Billing cadence section. It has four options.

• Per flight - each flight makes its own invoice when someone returns it.
• Weekly - each Monday, Resyrv collects all items that are not on an invoice yet into one invoice for each member.
• Monthly - the same sweep, on the 1st. This is the default, and it is correct for most groups.
• Manual - Resyrv never makes an invoice automatically. An admin makes each invoice manually.

What "per flight" sweeps

Per flight includes less than its name suggests. When a flight closes, its invoice contains the charges for that flight only. It does not include monthly dues, tie-down, or a manual charge that you entered on Tuesday.

This is intentional. When one flight closes, Resyrv does not collect other items that the member did not see yet. The monthly sweep on the 1st invoices all remaining items. This sweep also runs for per-flight organizations.

Issue automatically, or keep drafts

Next to the Generate invoices picker, under Auto-issue generated invoices, there is an Issue automatically checkbox. If you keep the checkbox ticked, Resyrv issues each invoice when it makes it. If you untick it, the same sweep saves drafts. An admin must then examine and issue them.

Groups that want a person to look at each bill before it goes to a member untick the checkbox. On Manual cadence there is no sweep, so you cannot use the checkbox.

When the sweep runs

Sweeps start at midnight in the timezone of your organization. Resyrv uses the timezone of your default location. Thus a club in California bills on California dates, and UTC does not move the date one day forward. On the 1st, the sweep also waits until the recurring dues for that month post. Thus the dues go on the correct invoice and do not move into the next month.

A cadence change is not retroactive

A cadence change applies from now on. It does not go back and invoice the charges that were on the ledger with no invoice before the change. It does not cancel invoices that Resyrv already issued. Sometimes there is a long backlog of charges with no invoice. If this occurs, the next sweep puts all of them into one invoice for each member. This bill can be much larger than people expect.

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