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Setting up LabBoard Billing Integration

 

Posted on January 05, 2011 in Product Updates

So we told you earlier this week that LabBoard now has a Billing application, allowing you to more easily process your service laboratory’s monthly invoices. In this post, we will walk you though the setup of the application, so you can get LabBoard Billing working for your lab.

You’ll notice that when you log in to LabBoard, the header looks a little different and there are now two options: Samples and Billing.



When you click on the Billing tab, you’ll see that the color scheme changes so you know which side you are in. One thing to note is that Billing is only accessible to manager accounts. Staff accounts do not have access to the Billing application.



The Billing tabs look pretty similar to the Samples tabs; they help you navigate through the Billing application functionalities. You’ll see that a LabBoard tab is in both applications. It remains the ‘dashboard’ for Billing, just like Samples. Within the pricing and clients tabs, you can assign prices to your services and assign your client to categories you create such as internal or external.



Of course, Analytics will show you lab productivity from a financial prospective, just like on the samples side. The setup tab allows you to create and adjust rate plans as well as payment options. The Invoices tab is where you’ll actually push billing information out of LabBoard so you can easily get it into your institution or corporate finance software.

Setup:

Upon first login, you will see the following screen on the LabBoard tab, which will guide you through the setup of the billing functionality.



Rate Plans:

First you will set up your rate plans. In LabBoard billing, your rate plans refer to the various categories of users your lab may have. Examples of rate plans may include academic clients, corporate clients, internal clients, external clients etc. These categories simply let you assign different prices to different groups of users for each of your lab’s services.



In this example there are two types of users: Internal and External.



Payment Options:

Next, you will need to set up your payment options. This feature allows you to collect information from your customers that will enable you to bill them once their sample processing has been completed. You should create a Payment Type for each type of payment your lab accepts. University labs often have an Account option to collect university specific internal account information and a purchase order option (PO) to collect a PO number for external clients. This payment information will become part of the Excel or xml output you receive when you do your billing. This information is essential for integrating with your financial/invoicing software.





When setting up an Account option, you can create additional fields to allow you to collect the correct information from your clients, ensuring you can bill them appropriately for services rendered.





You can always refer back to the Setup tab to add or change payment options in the future. Clicking on the payment options will display all of the payment types you accept and the type of information you collect from your customers.



Pricing:

With rate plans and payment options created, the last step to setting up the billing functionality is to assign a price to each of the services your lab offers. By clicking on the Pricing tab, you will see the list of services you have previously setup in the Samples application under the Services tab. Simply click on each service to assign a price for each rate plan you had previously created.





So, that’s it. You’re all setup to start receiving billing information via LabBaord. If you have any problems at all, drop us a note to support@labboard.com or give us a call.

Have a great day.
The LabBoard Team



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