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Bill Clients

Overview

ProPay provides multiple methods for generating billing charges and collecting payments from clients. Billing charges can be created automatically with each payroll or in batch mode at regular intervals.

Generating Charges

Automatic charges with each payroll

How it works:

  • ProPay generates billing charges each time you print payroll checks
  • Charges are based on system-wide settings in Billing Setup and client-specific settings in Edit Client > Billing and Other
  • A billing statement prints automatically with each set of Standard Reports

Batch billing

Generate billing charges by running Auto-Bill at different intervals (weekly, bi-weekly, or monthly).

How to access:

  1. Click Client Functions > Billing > Auto-Billing.
  2. Choose the billing cycle.
  3. Enter the start date and end date to bill.
  4. Click OK.

ProPay generates billing charges for any clients not previously billed via check printing.

Monthly billing cycle

  • The program searches all or selected clients
  • Posts applicable charges as defined in system-wide billing or client-specific billing setup
  • Creates default start and end dates for the billing cycle

Weekly or other billing cycle

  • The program searches all or selected clients
  • Posts applicable charges as defined in system-wide billing or client-specific billing setup
  • Creates default start and end dates for the billing cycle

Add special charges

Mass bill one or several clients simultaneously with special charges for:

  • New hires
  • W-2 forms
  • Quarterly filings
  • User-defined charges

Charge calculation options:

  • Flat fee
  • Rate multiplied by:
  • All employees
  • Active employees
  • New employees
  • Number of paychecks
  • Number of pay dates in any period span

Example uses:

  • Bill all clients for quarterly tax filing (Forms 941 and state returns) at the end of each quarter
  • Bill for W-2s at the end of the year
  • Bill all clients for new hires at the end of each month

Delete same charge from all clients

Use this option to reverse any charges created in error when using the Add Special Charges feature.

Generating Payments

Generate checks payable to the payroll processor

You can print a check for payroll services rendered with each payroll or once each month.

Setup details: See Employer Setup (Page 4) and Post A/R Checks topics.

Electronic billing collection

Collect payments electronically from your clients using ACH debits.

Requirements:

  • Direct Deposit Module license required
  • Written authorization from your client authorizing electronic debits to their bank account
  • Client's bank name, routing number, and account number entered in Client Functions > Edit Client
  • Your bank's name, routing number, and account number entered in Client Functions > Setup > System Setup
  • Charges must exist (either from automatic billing calculation or manual entry)

How it works:

  1. Run the Electronic Billing Collection function.
  2. ProPay creates entries in the Direct Deposits file.
  3. View entries by clicking Electronic Processing > Employee Direct Deposits.
  4. Export entries into a NACHA-type file.
  5. Send the file to your bank or ACH processor the same way as direct deposits.

Recording Payments

Manual payment entry

Enter payments received from clients daily or at the end of each month.

How to record payments:

  1. Click Client Functions > Billing > Payments/Charges/Reports > OK > Payments > Add.
  2. Enter the payment details.

Recording checks created by ProPay

See the Post Checks topic for instructions on batch posting checks created by ProPay.

Viewing A/R Ledger

View all transactions on screen for each client individually or for all clients.

Printing Statements

Individual or batch printing

How to print:

  1. Select specific client(s) or "All Clients".
  2. ProPay prints statements for your selection.
  3. Select a beginning and ending date for your statements.

Best practice: Include statements with your next payroll and provide a self-addressed return envelope for your client.

ProPay holds all transactions in an open database, allowing you to select any date range for statements.

A/R Ledger Report

Print a hard copy of your client billing for your records.

Options:

  • Print for a specific period
  • Print entire history

Purge Transactions

ProPay allows you to keep billing history open indefinitely for all clients while generating reports or statements for specific periods.

When to purge: If prior history becomes cumbersome, you may purge prior transactions at any time.

How it works: ProPay carries the balance forward for your next billing.

Important: Print the A/R ledger report before purging.

Related Topics

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