Client Billing Setup Overview

Overview

ProPay offers a flexible billing system that can automatically calculate and invoice clients for payroll services. Setting up client billing involves three main steps.

Setup Steps

1. Set up system-wide charges

Click Client Functions > Setup > Client Billing Setup.

Entries made here apply to all clients. This is where you define your standard pricing structure.

2. Set up client-specific charges

Click Client Functions > Edit Client > Billing & Other.

Entries made here apply to individual clients and override system-wide charges when specified.

3. Select billing methods

Choose how you want to bill and collect payment from clients.

Billing Methods

Generate checks payable to the payroll processor

ProPay generates checks payable to you for payment of services. You can generate checks:

With each payroll
Monthly on the last pay date of the month

How to enable: Check the appropriate box in Employer Setup (Page 4).

How it works:

ProPay prints checks as specified
Checks appear in the same file as garnishment and agency checks
Check amounts appear on the Summary Statement
Checks are tracked in a separate file for batch posting to A/R ledger
To post checks: Click Client Functions > Billing > Bill Collection > Post Client Checks

Electronic billing

ProPay drafts the employer's bank account each pay date for service fees.

Requirements:

Client must use ACH Credit method for electronic tax payments
Each pay date, the client's account is debited for both payroll taxes and billing fees

Batch mode option:

Available if you purchased the Direct Deposits Module
Two-step process:

Run Auto-Billing to create charges in each client account
Run Create Electronic Charges from the Bill Collection menu to create ACH transactions

Send ACH transactions to your bank or ACH processing company

Statement billing

ProPay automatically searches all client files and bills them in batch mode.

How to use:

Run the Automatic Billing feature.
ProPay searches all clients and creates service fee charges.
Print statements in batch mode or individually.
Mail statements to clients.

Billing Calculation Methods

Regardless of which billing method you choose, you can bill each client using either approach:

Flat fee billing

The simplest billing method:

Enter a flat amount in the Flat Fee field when setting up a new client
Change the flat fee anytime through the Edit Client screen

Flexible fee billing

Calculate fees based on variables such as:

Number of employees paid
Delivery type
Number of direct deposit items
Other service-specific charges

Benefits

The program automatically calculates billing charges for all clients and prints invoices at month-end with the push of a button. Taking a few minutes to set up the billing system saves hundreds or thousands of hours in future client billing.