The Price IS Right: What can the billing module do for me? More than just payroll. Build Pay Manage retain Over 40 YEARS in payroll Presented By: Execupay Melissa Pigg, CPP

Overview Global Billing Cube Count Calculations Item Minimum/Maximum Price Table Tiered Pricing Templates

Global Billing: Cube The cube is group and filter driven. It gives quick figures that can be printed or exported out of the system. The figures can be viewed either by data view or graph view. The cube can group multiple or single items either by column or row as well as it will give totals based on the settings that have been added into the cube.

GLOBAL BILLING: COUNT CALCULATIONS The Billing Module has 41 different count calculations to choose from. Each count calculation has a descriptive name as well as an explanation of how the calculation will function. If there is a count calculation that does not currently exist, a new one can be created and tested within the module. Count of All Active Employees (Current Month / Previous Month) Counts all active employees with a hire date (for current month & prior) Count of All Employees (Active Only) Counts all active employees within a company at time of running a payroll Count of All Payroll Entries (Employee Only / Vendor Only / EE & Vendor Only) Counts all entry activity within a payroll (Employee only) Count of All Payroll ACH Transactions (Employee Only / Vendor Only) Counts all ACH Activity within a payroll (Pre-note & Active for Employee Only) Year Has 1099 Employee Activity (Previous Year / Current Year) Counts all Employees with wages from previous or current year Year Has W2 Employee Activity (Previous Year/ Current Year) If you are currently using the previous module, you are limiting yourself to only 19 count calculations. Once you convert over to the this module, you are opening yourself up to using all of the calculations that are available as well as potentially adding new ones. This is one of many ways that you will be able to customize your billing.

Global Billing: Item Minimum/Maximum While the invoice minimum is not a new feature, an item minimum is. For example, a per check fee will never go under the amount that is specified for that item. The item maximum will work the opposite of the item minimum, this will stop a billing item from exceeding the specified amount. In the example, based on my calculation that is assigned, if my per check fee calculates at $10, the system will then add an additional $10 to meet my item minimum charge of $20. However, will never go over $1,000 due the item maximum charge being set.

GLOBAL BILLING: PRICE TABLE The price table works hand in hand with the count calculations, whether it be for a base fee or a per check fee. The billing will allow for multiple price tables within a item, a default price table can be assigned as well. In the previous module, although you could setup a per check fee and a base fee or what was know as a flat fee, once added to a company, the amounts could have been overridden easily. However, if you have a price model on the size of a company or complexity, you could do no more than just overriding the fee. Since you are able to setup multiple price tables now, you can easily assign a table based on that clients needs, and you will no longer need to override the fees. Also, if you have a price increase to a billing item table, the system will automatically update the pricing for the clients that assigned it.

GLOBAL BILLING: TIERED PRICING Another great feature of the billing module is tiered pricing. There are multiple tier types that can be created and we will discuss a few of them.

GLOBAL BILLING: TIERED PRICING (BASE AMOUNT) The base fee is no longer just for one flat fee. When utilized with the count calculations, a tier can be created based on the item count. In the example, I have created a base fee tier to charge $25 if there are 1 to 10 checks, $40 if the are 11 to 24 checks, or $60 if there are 25 or more checks within a payroll.

GLOBAL BILLING: TIERED PRICING (PER COUNT RATE) The per count rate tier will work similar to the base tier. However, the per count rate will multiply by the item count versus the base tier associating it with a flat amount. In the example, I have created a per check fee tier to charge $3 per check if there are 1 to 3 checks, $2.50 per check if the are 4 to 8 checks, or $2 per check if there are 9 or more checks within a payroll. Please remember, that this type of tier is all or nothing, meaning if the system calculates that there are 25 check within that payroll, the per check fee would be $2 for each check.

GLOBAL BILLING: TIERED PRICING (TRANSATIONING RATE) Within the price table there is an option called excess count rate. The excess rate functions by taking the calculation count, subtracting out the item count, and multiplying it by the excess count rate. The transitioning rate tier will utilize the excess count rate within it setup. In the example, I have created a transitioning tier to charge $3 per check for the 1st 3 checks, $2.50 per check for check 4 through 6, and $2 per check for anything above that within a payroll. Based on that tier, if I have 5 checks in a payroll, my check fee would equal $14. I use the base amount in the calculation, because that is amount that I expect to receive before calculating the excess. (3 checks at $3 = $9 and 2 check at $2.50 = $5) (calculation count rate is $5 - $3 item count 5 is greater than 3 but is more than 6) = 2, 2 * $2.50 = 5 + #9 base amount = $14)

GLOBAL BILLING: TEMPLATES Templates can be utilized for efficient client invoicing, whether they are created based on the services that are offered or the frequency of the client. Not to mention, a template can be easily added to a client with the click of a button. Utilizing the template feature can help shorten your time when setting up a new client’s billing. This allows you to save time by assigning multiple items to a client at once versus one by one. Please keep in mind that you do not have to assign every item in the template to a client, you will have the chance to pick and choose the items from a list. Once you add the template to your clients billing setup, you may need to modify the billing items for a client. You will be able add discounts or change the pricing based on their needs.

Overview Client billing Cube Count Calculations Price Table Item Recurrence Pattern Item Range of Recurrence Discounts Unassigned Items

CLIENT BILLING: CUBE The cube is group and filter driven. It gives quick figures that can be printed or exported out of the system. The figures can be viewed either by data view or graph view. The cube can group multiple or single items either by column or row as well as it will give totals based on the settings that have been added into the cube.

CLIENT BILLING: COUNT CALCULATIONS Once a billing item is attached to the client setup, a count calculation can be changed or even overridden where a specific count can be added. The count override allows you to designate an item count versus letting the system do it itself. For example, my client requested 20 time cards. I can us the override to designate 20 and it will then multiple it by my price table.

CLIENT BILLING: PRICE TABLE If a default price table was not assigned to an item or if there are multiple tables to choose from, there is an option to assign one within the client billing. If a price table is not the best fit for that client, it can be overridden with a base or per check fee. Please keep in mind, that if you decided to override the price table on a billing item, a change to that price table, whether decreasing or increase the billing fee, will not effect the clients that have the override pricing turned on.

CLIENT BILLING: ITEM RECURRENCE PATTERN Item recurrence pattern isn’t necessarily a new feature but being able to designate which month to charge for W2s definitely comes in handy. Quarterly allows you to choose which month within the quarter for the item to populate in as well as the yearly allows you to choose which month within in the year.

CLIENT BILLING: ITEM RANGE OF RECURRENCE An item can be assigned a start or end date by using the item range of recurrence. There is also an option for an item to stop after a certain amount of occurrences as well. The range of recurrence will assist in reducing errors and manual tracking, allowing you to schedule items to start or end, similar to scheduling an auto deduction on an employee.

CLIENT BILLING: DISCOUNTS Discounts can be assigned to a billing item or the client’s entire invoice. Discounts can be utilized multiple ways: Flat or Percent Recurring discount A recurring discount that is set to expire READ THIS FIRST!!! Do you promise a 5% discount for clients going paperless or offer a one time discount for signing on at the beginning of the year? The billing center now offers a great way to maintain these discounts. You can now add discounts based on a client needs… The 1st way is that the discount can be a flat amount or a percentage. The 2nd is that it can be a discount that start on a specific date but doesn’t end and The 3nd is a recurring discount. This is a discount that is going to go a length of time and then end.

CLIENT BILLING: UNASSIGNED ITEMS An unassigned billing item is utilized for an item that is considered a one-time fee to be added onto the next generated invoice. In the previous billing you could create an unassigned item practically out of thin air. In the current module you now have to setup unassigned items in the global billing center as you would a recurring item. This helps regulate those items and you are not constantly creating something from scratch.

WHERE DO I GO FROM HERE? support@execupay.com If you are interested in converting to the current billing module, On demand and replicated offices will need to schedule a day and time to convert with support. PLEASE NOTE: Replicated offices will need to provide support access to the sql server during the conversion process. Self Hosted licensee’s can request information on running the conversion themselves on their database. The conversion time depends on how many items need to be converted from the previous module, for an example our office took about 30 minutes but I have also seen offices take no longer the 5. While the conversion is running everyone needs to be out of the system including clients and their employees, so I definitely recommend that it is ran on a light processing day towards the end or beginning of the day. Please keep in mind that although everything comes over in the conversion, there most likely will be some maintenance that you will want to do to your items. Once you convert, there are things that are going to be different about some areas. Everything that pertains to the billing are now housed either within the global or the client billing center.

Questions?