Octane provides you with powerful tools to configure and manage invoicing for your customers. This document outlines the settings available to globally configure Octane's invoicing features.
Please note that all settings mentioned here can also be configured on a per-customer basis through overrides.
The global settings can be found under Settings -> Invoicing & Payments. The customer level overrides can be found in the customer detail page under the Integrations tab.
Global Configuration and Customer Overrides
Please note that enabling invoicing overrides for a customer will override all global invoicing settings for that customer. When you enable overrides for a customer, Octane will present you with the full list of billing settings as they are defined globally; when you click save, all of the settings displayed in the "Overrides" section will be applied to this customer. If you need to override billing settings for customers in a systematic way, we recommend using the Update Billing Settings API endpoint to configure the settings for each customer programmatically.
The first thing to determine to is whether you will be using Octane, Stripe or your Accounting platform to deliver your invoices. We recommend using Octane invoicing in order to avoid any additional fees and more detailed breakdowns in invoices.
This can be toggled via the Invoice Delivery section of the settings page.
You can operate Octane in a dry-run mode by disabling the Deliver Invoices toggle. Just as a reminder, you can switch off invoice delivery at a specific customer level or the global level. This is helpful when you are testing out Octane before you start using it .
Once you enable delivery of invoices, you can choose whether you want to use Octane or Stripe.
If you choose Invoicing via Octane, you have the option to send out receipts. Receipts are sent out when payments are made. If auto-charging (below) is enabled then only one email consisting of both the invoice & the receipt will be sent out since we will try to charge the customer immediately.
Auto-charging dictates whether Octane should automatically charge the card on file. This implies that as soon as the Invoice Issuance period is up, we will try to charge the customer using their payment method on file.
The "Invoice Grace Period" setting determines the time between the end of a customer's billing cycle and the generation of their invoice. This grace period allows time for validation, adjustments, corrections, or data additions before generating the invoice.
The "Invoice Issuance Grace Period" defines the time between invoice generation and when it's sent to the customer, triggering the payment process. This grace period offers an opportunity to validate the final invoice before customer charges are applied.
Upfront Billing allows you to charge customers the base rate of their subscription at the beginning of each billing cycle. Toggle the radio button for "Enable Upfront Billing" to activate or deactivate this feature.
When this feature is enabled, Octane will continue to send invoices at the end of each billing cycle, including the base rate for that period, charges for actual usage, and a charge for the next billing cycle's base rate.
You can customize the due date on the invoice by toggling the Days Until Due setting and choosing the number days post issuance when the invoice will be due. Remember that the issuance date is determined by the grace period settings above.
Invoice customization is available for Octane invoicing only. You have the ability to include your logo on the invoice PDF that is sent out to the customers. Additionally, you can also include ACH instructions on the bottom of the invoice. Finally, we provide an ability to include a temptable memo which can include the start_date, end_date, invoice_id etc.
By default, Octane uses a standard email template when sending out emails. This template can be seen below. Customers have that ability to Pay Invoices directly via their email (if auto-charging isn't enabled). For advanced use cases, we also allow you completely customize the email that goes out with the invoice. This can done via providing Octane an email template that you would like to use. Please reach out to firstname.lastname@example.org if you have such a use case.
The next article describes in detail how to configure your dunning settings.