The Billing Process in BillFin Using Uploads

The Billing Process in BillFin Using Uploads

Please REMEMBER to add/assign any new accounts and set them up for billing prior to beginning the billing process. This article has instructions for uploading new accounts.

Step 1: Upload Asset Values and Transactions

- Go the Fees page



- Make sure you are looking at the correct billing period and click Upload Asset Values



A slideout window will open 

- Click Download the Template



- Fill in the columns for Account Portfolio Number, Date (period end date) and Market Value (do not use any special symbols other than to denote cents)
*If needed on the invoice you can also add exclusions in the Excluded Amounts in column I. Remember that any value entered as an exclusion will be deducted from the Market Value entered in Column H (i.e. Market Value $150,000 – Exclusion $50,000 = Billable Value $100,000).


- Click "Upload Asset Values"

- Preview what BillFin finds 

      *If necessary, check the box to "Overwrite these with new values" next to the changed values. (This is needed 

        if you already synced assets but want the updated values to be used for billing.) 



 - Click Apply Billable Assets  
 


If you adjust fees for transactions, do the steps below (Review this article to setup transaction codes prior to uploading). Skip to step 2 if not using transactions. 
 

- Click Upload Transactions 




A slideout window will open

- Click Download the Template (remove row 2 explanations for upload)



- Fill in the columns for Account Portfolio Number, Transaction Code, Amount (do not use any special symbols other than to denote cents) and Date (date of deposit/withdrawal)


- Click "Upload Transactions"


- Preview


- Click Apply Changes 




Step 2: Review Fees and Resolve Red Flags/Alerts 



- Still on the Fees page

- Review the asset values and fees for accuracy 

We suggest the steps below as part of the review. If you find issues, you can search our articles for help in resolving them.

      1. Click on the “Billable Assets” column header to sort the list and see if any clients are missing assets or fees 

                  *This article can help you resolve issues for missing asset values. 

      2. Click on the “Fee” column header to sort the list and see if any clients are missing assets or fees 

                  *This article can help you resolve issues for missing fees. 

      3. Click on the grey flag icon in the grey filter bar and filter to see remaining red 

                  *Refer to this article for how to resolve flags/alerts. Do NOT just hit “Mark as Complete” if a client who should 

                     be billed has no fee calculated. 

      4. Check the Total Fees in the top right of the screen 



Step 3: Export Invoices 

- Go to the Invoices page 

 

- Check the boxes on the left-hand side of the invoices you want to export 


- Click Export PDF 


 
- Click the link that appears above the export buttons to download the zip file 

            *Zip file will contain a PDF invoice for all non-blocked clients with a fee. 



- Save this file to keep a static record of your billing 


Step 4: Export Payment File 

- Go to the Payments page 

 


- Select the appropriate custodian in the gray filter bar 

          *A default custodian will be highlighted in Blue. 

            *Repeat the steps below for each custodian if you have multiple. 



- Check the boxes on the left hand side of the fees you want to export 


- Click Export [Custodian] file 


- Click the link that appears above the export button to download the CSV (or TXT) file 


- Save this file 

- Submit that payment file to your custodian to get paid