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Billing

 

Billing Workspace

To enter the Billing Workspace, click on the Billing tab, you’ll see that the color scheme changes so you know which workspace you are in. Please note is that Billing is only accessible to manager accounts. Staff accounts do not have access to the Billing application.

When you login to Billing for the first time, the screens 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.

Billing Rates

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 kind 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 regular billing cycle. This information is essential for integrating with your financial/invoicing software.

Payment options are:

  • Account
  • PO Number
  • Cheque
  • Credit Card (Not currently supported)
  • Debit Card (Not currently supported)

Billing Edit Payment Options

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.

Billing Payment Options

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 have created.

Billing Pricing Services

Day-To-Day Usage of Billing

Your day-to-day usage of the LabBoard Billing Workspace will allow you to monitor the outstanding (or un-invoiced) revenue your lab has generated. Additionally, a running tally of your year-to-date (YTD) revenue is calculated on the LabBoard tab. Just as in the Samples application, the LabBoard tab also provides you with billing specific recent activity.

Recent activity provides helpful updates about your users’ activity, such as choosing a rate plan (allowing you to modify their choice in case it was chosen incorrectly).

Invoicing

You can choose how often to perform your billing activities. Most labs do this monthly but LabBoard will let you invoice all of your completed samples whenever you wish. When you are ready to perform your billing / invoicing activity, click on the Invoices tab. You’ll notice that samples have been grouped into invoices or orders – allowing you to move through your billing processes faster.

Inside the Invoices tab, you can do several things. You can trigger the generation of the CSV or XML spreadsheet that exports all of the recent sample activity. However, if you need to make a price adjustment to a particular sample, change a billing address or confirm the client account information, click the invoice number within which that sample exists.

Within an invoice, you will see the details of the samples included in that order as well as the billing and payment information. Clicking on the edit link in the top right corner of the invoice will enable you to update the billing address, change payment information and adjust prices.

Billing Edit Invoices

You can change the price a client is billed for a particular sample using a positive or negative value to increase or decrease the listed price of the service. For example, entering a -25 into the Adjustment (%) box will reduce the listed price by 25%.

In this screen you can also make changes to the billing address or corrections to the payment method information if your client has made an error.

Once you have completed all of the updates and changes, simply click save and the changes will be applied. At this point you will see your price adjustments take effect and the total will decrease or increase based on the adjustments.

Now that you have made changes to all of the invoices as required, you can click the generate invoices link in the Invoices tab. This will take you to a screen where you can select which invoices (orders) you wish to export, allowing you to have control over which samples are billed at what time.

Billing Generate Invoices

When you’ve checked off the invoices you wish to generate, click the generate button and you will be prompted to select the file type you wish to create.

Most labs will select Excel, which can be easily manipulated into the specified format required for their financial system. Once the file type is selected, the file will automatically download to your computer’s downloads folder. From this point, you can manually manipulate your data or create an Excel macro that will allow a one click automatic reformatting of the LabBoard generated worksheet into the required format.

Billing Analytics

For general information on your lab’s billing activities, visit the Analytics tab.

You’ll get an overview of the financial activity from the gallery view but as with the Samples application, you can dig in deeper using the tabs on the left to see more details about revenue, outstanding balances, adjustments made to charges and revenue based on individual clients.

 


 

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