How to Terminate/Close Accounts

How to Terminate/Close Accounts

When accounts close, it may be necessary to calculate a partial fee (if you bill in arrears) or a rebate (if you bill in advance). Whether or not a partial calculation is needed, users should terminate closed accounts. Terminating accounts is the only way to ensure that closed accounts no longer show up to be billed in BillFin in future cycles. 

Closed accounts should be terminated rather than deleted. To delete an account removes them from the system as though they were never in BillFin, deleting all associated fees with it.
Users have the option to apply or waive partial fees or rebates in the termination process. Please follow the steps below to close accounts in BillFin.




To Terminate Accounts:

- Go to the Clients page


- Click View Client Details in the pencil menu next to the client



- A slideout window will open

- Click the pencil next to the account needing terminated



- A new slideout window will open

- Click on Terminate (DO NOT delete the account)



- Add a date (sometime in the current period to ensure the fees you calculated last period aren't deleted)



- Click Apply or Waive Fee (or Rebate if billed in advance)



- Select payment account from which the partial fee should be debited (or to which the rebate should be applied if billed in advance)

- Click Apply


*Note: BillFin does not allow terminating a client so each account must be terminated individually for a client to not be billed going forward. For each terminated account, BillFin will generate an invoice detailing the fee/rebate.



Alternative method to terminate accounts:

- Go to the Clients page



- Click on the client name to view their accounts

- Hover your mouse over to the pencil to the left of the account you want terminated

- Click on Terminate Account



- A slideout window will appear
- Add a date (sometime in the current period to ensure the fees you calculated last period aren't deleted)


- Click Apply or Waive Fee (or Rebate if billed in advance)



- Select payment account from which the partial fee should be debited (or to which the rebate should be applied if billed in advance)

- Click Apply


*Note: BillFin does not allow terminating a client so each account must be terminated individually for a client to not be billed going forward. For each terminated account, BillFin will generate an invoice detailing the fee/rebate.