Skip to main content

Launch Mass Billing Campaign

Quick Start

🚀 Ready to bill everyone? Execute your billing campaign to generate invoices for multiple members.

  1. Open campaign → 2. Launch Mass Billing → 3. Select members → 4. Configure amounts → 5. Confirm & proceed

What you'll accomplish: Generate opportunities and invoices for multiple members from your billing campaign, applying GAU allocations and charge templates in about 20 minutes.

🚀 Quickstart​

  1. Open your active billing campaign
  2. Launch the Mass Billing wizard
  3. Select campaign members to include
  4. Configure GAU allocations and billing amounts
  5. Review totals and confirm billing generation

⚠️ Before You Start​

📋 Prerequisites Checklist
  • Billing campaign is created and marked Active
  • Campaign members have been added to campaign
  • Charge templates (GAU allocations) are configured on campaign
  • You have permission to create Opportunities and Invoices
  • Member accounts are properly set up for billing
  • GAU records are active and properly configured

💡 Understanding Mass Billing​

What Mass Billing Does:

  • Creates Opportunity records for each selected member
  • Generates GAU Allocations based on charge templates
  • Optionally creates Invoice records from GAU allocations
  • Applies billing amounts consistently across members

Mass Billing vs Individual Billing:

  • Mass Billing: Efficient for standardized charges (dues, fees)
  • Individual Billing: Better for unique or custom charges

📘 Detailed Instructions​

Step 1: Access Your Billing Campaign​

  1. Navigate to the Campaigns tab
  2. Select the Billing Campaigns list view
  3. Click into the campaign you want to execute
Campaign Status Check

Ensure your campaign shows as Active and has Campaign Members added before proceeding.

Step 2: Launch Mass Billing Wizard​

  1. Locate the Mass Billing button on the campaign record
  2. Click to launch the mass billing wizard

Step 3: Select Campaign Members​

👥 Member Selection Options

Selection Methods:

  • Select All - Include all campaign members
  • Individual Selection - Choose specific members
  • Filter Options - Use criteria to narrow selection (if available)

What to Consider:

  • Members with existing opportunities may be excluded
  • Payment plan conflicts may prevent inclusion
  • Account status and permissions affect eligibility
  1. Review the list of available member accounts
  2. Choose your selection method:
    • Select All for complete campaign billing
    • Individual selection for partial billing
  3. Click Next to proceed to amount configuration

Step 4: Configure GAU Allocations​

This is the core step where you set billing amounts and allocation rules.

Two Configuration Areas:

GAU Allocation Cards (Mass Actions)​

💰 Mass Billing Options
OptionPurposeWhen to Use
Bill Default AmountUses charge template amountsStandard billing cycles
Bill Custom AmountSets flat amount for everyoneSpecial assessments, uniform fees
Bill Last Year's AmountCopies prior year valuesAnnual renewals with same rates
Bill from Account ValueUses account field valuesVariable billing based on account data

For each GAU allocation:

  1. Select the appropriate billing method
  2. Enter custom amounts if using custom billing
  3. Review the allocation description and GAU assignment

Additional Actions:

  • Add New GAU Allocation - Include additional charge types
  • Remove GAU Allocation - Exclude specific charges from this run

Account Allocation Table (Individual Edits)​

Use this section for member-specific adjustments:

  1. Click into any field to modify amounts
  2. Adjust individual member charges as needed
  3. Update GAU assignments if required
  4. Add notes in description fields for special cases
Important Notes
  • Changes here override mass actions above
  • Individual edits are preserved through the wizard
  • Use sparingly to maintain billing consistency
  1. Click Next when all allocations are configured

Step 5: Review Opportunity Totals​

  1. Review the summary of total billing per account
  2. Verify amounts match your expectations
  3. Check for any unusual or incorrect totals
No Changes Here

You cannot modify amounts on this screen. Return to Step 4 if adjustments are needed.

  1. Click Next to proceed to final confirmation

Step 6: Final Review and Confirmation​

Tree View Review:

  • Expand/Collapse accounts to see billing details
  • Review each Opportunity and GAU allocation
  • Use "Expand All" or "Collapse All" for overview

Confirmation Actions:

  1. Confirm Each Item - Click checkmarks individually
  2. Confirm All - Use bulk confirmation for efficiency
  3. Remove Items - Delete opportunities that shouldn't be billed

Finalization Options:

📄 Invoice Finalization Settings

Finalize Invoices During Submission:

  • ✅ Enabled: GAU allocations become invoices immediately
  • ❌ Disabled: GAU allocations remain as opportunities for later processing

When to Finalize:

  • Yes: When ready for immediate member billing
  • No: When you need to review or modify before invoicing
Confirmation Required

All line items must be confirmed before you can proceed with billing generation.

Step 7: Execute Billing​

  1. Verify all items are confirmed (checkmarks visible)
  2. Set invoice finalization preference
  3. Click "Confirm and Proceed" to generate billing
  4. Wait for success message confirming record creation

✅ How to Know It Worked​

Success Indicators:

  • ✅ Success message displays with count of created records
  • ✅ Opportunity records appear in member accounts
  • ✅ GAU allocations are created and properly assigned
  • ✅ Invoices are generated (if finalization was enabled)
  • ✅ Campaign statistics update with billing totals

Verification Steps:

  • Check member accounts for new opportunities/invoices
  • Review campaign record for updated statistics
  • Run billing reports to validate totals
  • Test payment processing on generated invoices

🆘 Troubleshooting​

❌ No Campaign Members Available

Problem: Member selection screen shows no accounts

Solutions:

  • ✅ Verify campaign members were added to campaign
  • ✅ Check campaign status - ensure it's marked as Active
  • ✅ Review member account status - inactive accounts may be excluded
  • ✅ Check for existing opportunities - members with current billing may be filtered out
❌ GAU Allocation Amounts Missing

Problem: Billing amounts are zero or missing

Solutions:

  • ✅ Review charge templates on campaign record
  • ✅ Check GAU allocation configuration in campaign setup
  • ✅ Verify GAU records are active and properly configured
  • ✅ Use custom amounts if default amounts aren't working
❌ Cannot Proceed to Final Screen

Problem: "Confirm and Proceed" button is disabled

Solutions:

  • ✅ Confirm all line items using checkmarks
  • ✅ Check for error messages on unconfirmed items
  • ✅ Remove problematic opportunities if they can't be confirmed
  • ✅ Refresh the wizard if interface issues persist
❌ Invoices Not Generated

Problem: Opportunities created but no invoices

Solutions:

  • ✅ Check finalization setting - may have been disabled
  • ✅ Manually finalize GAU allocations after billing
  • ✅ Review invoice generation permissions and settings
  • ✅ Check for validation errors preventing invoice creation

💡 Best Practices​

Mass Billing Best Practices
  • 🧪 Test First - Run billing on a small test group before full campaign
  • 📊 Validate Totals - Review amounts carefully at each step
  • 📋 Document Exceptions - Note any individual adjustments made
  • ⏰ Time Appropriately - Run during off-peak hours for large campaigns
  • 💾 Backup Data - Ensure recent backups before major billing runs
  • 📞 Communicate - Notify members about upcoming billing in advance

Campaign Management Tips:

  • Keep campaigns focused - Use separate campaigns for different billing types
  • Review member lists regularly to maintain accuracy
  • Test charge templates before large-scale billing
  • Monitor system performance during large billing runs

🔗 Related Actions​