Billing Settings

The Billing settings page configures the Approve & Post pipeline: how raw time entries and recurring charges move from "pending" to an invoice on the customer's account. It also controls the optional auto-invoicing scheduler, service-change workflow, and the portal timesheet feature.

URL: /settings/billing
Required permission: settings.tenant

How to get there

Go to Settings from the sidebar.
Open the Billing settings card.

Approval rules

Every billable charge (time entries, recurring subscription charges, manual charges) lands in the pending approval queue by default. From there, a human in the Approvals page clicks Approve and the charge is eligible to be added to a billing run. These toggles let you skip that manual step for common cases:

Toggle	Effect when on
Auto-approve recurring services	Monthly, quarterly, and annual subscription charges are auto-approved the moment they are staged.
Auto-approve contract-linked time	Time entries logged against a support contract are auto-approved on creation. Good for flat-fee contract models where every hour is pre-paid.
Auto-approve all billable time	Every billable time entry is auto-approved. Use cautiously, as there is no second look before the charge goes into the next billing run.
Auto-approve charges below £X	Small charges under the threshold are auto-approved. Set to 0 to disable. Useful for low-stakes micro-charges that would otherwise clog the approval queue.

Amounts are stored in pence internally; the form accepts pounds and converts for you.

Auto-invoicing

When Enable auto-invoicing is on, concorbit periodically creates a billing run from all approved charges and (optionally) sends the invoices automatically.

Field	Effect
Schedule	How often the scheduler runs: weekly, fortnightly, or monthly.
Day of month	Only visible for monthly schedules. The day the run fires. Capped at 28 to avoid the Feb/31 edge case.
Line item grouping	How charges are collapsed into invoice lines: per_charge (detailed), per_ticket (one line per ticket), or per_work_type (grouped by work-type code).
Minimum invoice amount	Companies below this threshold get skipped for that run; their charges roll over and accumulate until they cross the line. Stops you from generating £2.50 invoices.
Auto-send invoices	When on, generated invoices are emailed to the customer automatically. When off, they are created as drafts for manual review and send.

Auto-invoicing is off by default. Most MSPs prefer manual Approve & Post control for at least the first few months of using concorbit.

Card payments on externally-governed invoices

By default, invoices whose paid state lives in Autotask or QuickBooks cannot be paid by card through concorbit, because the upstream system owns their paid state. Turn on Let customers pay externally-governed invoices by card to allow it. Payments are reconciled to paid through QuickBooks, and the pay button only appears on an invoice once it has been matched to its QuickBooks invoice. Off by default.

See Card payments and surcharges for how the reconciliation works and when the button shows.

Card surcharge

A card surcharge adds a processing fee to a card payment so you can recover your card costs. Off by default.

Field	Effect
Charge a card processing fee	The master switch. Off by default.
Fee percentage	The percentage of the invoice balance to add, rounded up to the nearest penny.
Fee label	The wording shown to the customer and on the invoice (for example, "Card processing fee").

The fee is added to the card charge only. It never changes the invoice total, so a customer who pays another way is not charged it, and an externally-governed invoice's upstream total is untouched. The customer sees the fee before they pay and on the invoice they download. Check that surcharging is permitted for your customers before enabling it.

To book the fee as income in QuickBooks for externally-governed invoices, map a card-fee item on the QuickBooks connection page; see QuickBooks sync. The full behaviour is in Card payments and surcharges.

Service management

Controls the service-change workflow, which fires when a customer or staff member adjusts the quantity of a service (e.g. user licence count) on a subscription.

Toggle	Effect when on
Require approval for staff changes	Staff quantity edits create a pending request for a designated approver. Users with the "Skip approval" permission bypass it. Admins always bypass.
Enable portal self-service	Customers can request quantity changes on portal-editable services themselves. These always go through approval regardless of the first toggle.
Show timesheets in customer portal	Customers gain a Timesheets tab in their portal showing hours logged against their tickets. Off by default.

Default change rules determine when quantity changes take effect on new catalogue items:

Reduction rule: immediate, anniversary (next renewal), end_of_month, or next_month.
Addition rule: immediate, next_month, or anniversary.

These are starting defaults only; each catalogue item can override them individually.

How Approve & Post works

The right-hand panel on the page is a cheat-sheet of the pipeline:

Charges are created: from helpdesk time entries, recurring subscriptions, or manually.
Pending charges await approval, unless an auto-approval rule matches.
Approved charges enter billing runs: select charges from any date range, mix recurring and ad-hoc, preview invoices.
Billing run generates invoices: one invoice per company, with tax applied.
Revenue data flows into Insights → Billing.

Notes

Changes save as a single atomic update to the tenant's settings JSON. Nothing happens retroactively: existing pending charges stay pending even if you flip an auto-approve toggle on.
Auto-invoicing runs from the scheduler daemon. If the scheduler is not running (check Platform status), auto-invoicing will not fire.
See Subscription & Billing for the platform's own subscription settings (your payment to concorbit), which are distinct from this page (your customers' invoices).