Gradient billing module overview. How to use the module to streamline service reconciliation.
Billing reconciliation sucks! Reconcile™ reduces the hours of billing drudgery that you're spending flipping between your PSA and vendor portals, going cross-eyed cross-referencing complex vendor usage reports.
Complete invoice accuracy without risking missed clicks or typos when manually updating client contracts. Gradient Billing Module breaks your recurring services into an easily digestible, efficient, and clean single-pane of glass.
Service Reconciliation
Gradient Billing Module displays customer Accounts that have an Active Contract attached to them. If an account in your PSA does not have an active contract, it will not show in Gradient, and likewise will not count as an active account for determining what Billing Tier a given Partner belongs in.
The Basics - Card View
The Gradient Billing Module defaults to our card view. This view organizes and groups per service line across all your customers and agreements to quickly and easily streamline billing reconciliation.
A Service Card represents a Contract Line Item (Service) in your Agreements or Contracts.
You can use the tool as it is or take flight by bringing in your vendor usage either through a CSV import or a connected integration to see represented changes beside existing quantities.
Review the cards and Approve/Add, check the Details, or Dismiss if you wish to make no changes. You don't even need to set foot in your PSA. You can update service counts directly to your client contracts with as little as one click.
New Revenue cards, denoted by the "New" tag in their upper left corner, represent agreements in a given Vendor that have not yet been tagged to an agreement in the PSA, and hitting the Add button on these cards will take you to the Details page where you can properly pair the Vendor agreement to the one in your PSA.
As you action each card, the Service Card will be removed from the main dashboard of the Gradient Billing Module until the start of the next billing cycle. You can always find any actioned cards in your Activity Log, however, if you wish to review prior actions taken during that billing cycle.
Do this repeatedly, month over month, to reconcile your services before your invoice cycle.
List View
Everything the card view has to offer and more! A condensed grid-style card view with advanced display options to group by Accounts, Services, or Contracts.
List view gives you the option to filter specific columns for targeted information management as well as multi-select items to Reconcile as you choose.
Prorate Transactions in Reconcile Billing Module
If your PSA supports prorated billing, you can add multiple prorated line items, review the summary of changes, and update, instantly updating your client contracts.
Details
When reviewing service cards, there are instances where you will want to review the contract information and make some minor adjustments. If you would like to review contract details, dates, renewal period, cost per unit, or past actions taken, simply click on the Details option on the service card.
A module will open that displays information in four quadrants. The upper left quadrant displays the contract details for this particular customer. You can see the PSA ID numbers, dates/term, current vendor quantity, cost, and frequency.
The upper right quadrant displays past actions taken on this contract form the Gradient Billing Module.
The lower left quadrant displays the contracts name in both your PSA and your Vendor portal. This allows you to review that contracts mapping in Gradient at a glance, as well as see how current the sync is for that contracts information in the Gradient Billing Module.
Finally the bottom right quadrant displays the current vendor amount for that contract, along with its listed price in your PSA, and a date option that will allow you to forward or backdate the change you are looking to make if you so choose.
As you make changes to the costs, you will see the summary of change update your profit and revenue estimates in real-time.
Import CSV Vendor Usage Reports
Level up billing reconciliation by importing CSV vendor usage reports. Say goodbye to cross-referencing spreadsheets and vendor portals! Once usage has been imported, you can review counts and vendor usage directly in Reconcile Billing Module to Approve/Add or check Details as needed. The other added benefits? Ability to identify unbilled revenue and see your net change to profit and revenue.
Drag the CSV vendor usage report, follow the wizard, save and import, and review and update, instantly writing back to your client contracts.
Learn More about using the CSV Import tool.
Activity Logs
Review a complete history of changes made within Reconcile Billing Module; you can review your activity log by navigating to Settings > Activity Log.
The activity log data is retained for two weeks.
If you'd like to view the audit trail for the actions, you can follow this from your within your PSA. Limited to one contact at a time.
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For Connectwise Manage users, you can open the agreement and go to the audit trail.
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For Datto Autotask users, you can open the contract and click on the notes tab.
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Apply Filters
Add Vendor Tags to your service lines to filter out any unwanted noise. Upon creating a CSV Import Profile, you will be asked to associate it with a vendor. Once the CSV Import is complete, the service line will automatically be tagged by the vendor you associated.
Alternatively, you can select the vendor dropdown underneath the Service Line to change its vendor association or sales unit.
Learn More - How to filter your service cards.