Overview

The Billing App makes it easy to create invoices and subscriptions for your clients and gives your clients a streamlined way to pay, track invoices, and manage payment methods.

App setup

Payout account

If you plan to use the Billing App, you need to first connect a payout account. This lets us send money to you when clients pay you. In all transactions, Copilot acts as the merchant which means that money first flows to us, and then we immediately send it out to you. You can connect a payout account on the Settings > Payout account page.

Allow payment via credit card

Turn this on if you want your clients to be able to select credit cards as their payment method. Note that this is a default setting and you can override it when creating an invoice or subscription.

Allow payment via ACH

Turn this on if you want your clients to be able to select ACH as their payment method. ACH is only supported for USD. For other currencies this preference is ignored. Note that this is a default setting and you can override it when creating an invoice or subscription.

Absorb transaction fees

Turn this on if you want to absorb payment processing fees. Note that this is a default setting and you can overwrite it when creating an invoice or subscription.

Default memo

This will pre-fill the memo field when you create a new invoice or subscription.

Products

Using the Products page

On the Billing > Products page, you can view all your products along with their prices and status, and you can also create new products. You can add multiple predefined prices for a product, which can be added to an invoice. To create a new product, click + New product in the top-right corner of the Products page.

Creating a new product

1. Navigate to Billing > Products on the sidebar and click + New Product.

2. Enter the name of the product.

3. Optionally add a description.

4. Optionally add an image.

5. Select whether you'd like the product to be a One-time charge or Recurring.

   1. If you choose a recurring price, you can then select the Billing Period for this product from the dropdown. Options include Daily, Weekly, Monthly, Quarterly, Biannually, or Yearly. You can also associate additional prices with the product later on.

6. Add the price of the product and then click Create.

7. After creating the product, you will be taken to that product’s page. Here, you can add additional prices for that product by clicking on + Add a price.

Updating a Product

1. Navigate to Billing > Products and select the product you would like to update.

2. To change the name or photo of the product, click Edit.

3. To add another price for the product, click + Add a price.

Adding a Product to an Invoice

1. Navigate to Billing > Invoices on the sidebar and click on + New invoice.

2. Select an individual client or company. If you select a company, any client associated with the company can view and pay the invoice.

3. Add one or more line items.

4. In the Description input field, it will say Find or add an item

   1. To add a product that already exists, please follow these steps:

      1. Search for and select the product from the list.

      2. After selecting the product, if the product has multiple prices, select the price from the

         Price dropdown.

   2. To create a new product, please follow these steps:

      1. Enter the name of the new product.

      2. Add the price of the new item.

      3. Check the Add to product box and select Save.

5. Add the quantity.

6. Optionally add taxes.

7. Specify if you want to auto-charge or notify the client to pay manually.

8. If you select Automatically Charge Payment Method, you must add a payment method for the client if there isn’t one on file yet. Automatic charges can be applied to both credit card and ACH payments.

9. If you select Notify Client to Pay Manually, the client will receive an email notification that notifies them about the invoice. If you select this option, you also have to set a due date.

10. Optionally add a memo.

11. Optionally add attachments.

12. In the Advanced settings section, you can:

    1. Specify if you want to allow credit card payments and/or ACH payments.

    2. Specify if you or your client pays for payment processing fees

13. Once you've finished setting up the invoice, click Create invoice.

Adding a Product to a Subscription

1. Navigate to Billing > Subscriptions on the sidebar and click on + Create subscription.

2. Select an individual client or company. If you select a company, any client associated with the company can view and pay the invoice.

3. Add one or more line items.

4. In the Description input field, it will say Find or add an item

   1. To add a product that already exists, please follow these steps:

      1. Search for and select the product from the list

      2. After selecting the product, if the product has multiple prices, select the price from the Price dropdown.

      3. Add the quantity.

      4. Optionally, add taxes.

      5. Set the start date, and end date.

   2. To create a new product, please follow these steps:

      1. Enter the name of the new product

      2. Add the price of the new item

      3. Check the Add to productbox and select Save.

      4. Add the quantity.

      5. Optionally, add taxes.

      6. Set the billing period, start date, and end date.

5. Specify if you want to auto-charge or notify the client to pay manually.

   1. If you select Automatically Charge Payment Method, you must add a payment method for the client if there isn’t one on file yet. Automatic charges can be applied to both credit card and ACH payments.

   2. If you select Notify Client to Pay Manually, the client will receive an email notification that notifies them about the invoice. If you select this option, you also have to set a due date.

6. Optionally add a memo.

7. Optionally add attachments.

8. In the Advanced Settings section, you can:

   1. Specify if you want to allow credit card payments and/or ACH payments.

   2. Specify if you or your client pays for payment processing fees

9. Once you've finished setting up the invoice, click Create subscription.

Invoicing

Using the Invoices page

On the Billing > Invoices page you can see the status and any other associated information for all invoices. You can create a new invoice by clicking + New invoice in the top-right of the Invoices page. You can export invoices by clicking on Export in the top-right of the Invoices page. 

Invoice templates

When you click on the dropdown to the right of + New invoice, you’ll see a menu where you can select existing invoice templates and an option to create new ones. Invoice templates are useful if you find yourself creating invoices with the same information over and over.

Invoice statuses

Create a new invoice

Follow these steps to create an invoice. At any time toggle the Preview button to see how this invoice will appear to clients. You can preview the email notification, checkout page, and invoice PDF.

1. Navigate to Billing > Invoices on the sidebar and click on + New invoice.

2. Select an individual client or company. If you select a company, any client associated with the company can view and set up the subscription.

3. Add one or more line items, each with a price and quantity.

4. Optionally add taxes.

5. Specify if you want to auto-charge or notify the client to pay manually.

   1. If you select Automatically Charge Payment Method**,** you must add a payment method for the client if there isn’t one on file yet. Automatic charges can be applied to both credit card and ACH payments.

   2. If you select Notify Client to Pay Manually, the client will receive an email notification that notifies them about the invoice. If you select this option, you also have to set a due date.

6. Optionally add a memo.

7. Optionally add attachments.

8. In the Advanced settings section, you can:

   1. Specify if you want to allow credit card payments and/or ACH payments.

   2. Specify if you or your client pays for payment processing fees

Subscriptions

Using the Subscriptions page

On the Billing > Subscriptions page you can see all subscriptions you have, their status, and any other associated information. You can create a new subscription by clicking on New. You can export invoices by clicking on Export.

Note that since subscriptions create invoices, you can see invoices that were created by a subscription on the invoices page.

Subscription templates

When you click on New you’ll see an area for existing subscription templates and an option to create new ones. Subscription templates are great if you find yourself creating subscriptions with the same information over and over.

Subscription statuses

Creating a new subscription

Follow these steps to create a subscription. At any time toggle the Preview button to see how this subscription will show to clients. You can preview the email notification, checkout page, and invoice PDF.

1. Navigate to Billing > Subscriptions on the sidebar and click on + New subscription.

2. Select an individual client or company. If you select a company, any client associated with the company can view and pay the invoice.

3. Add one or more line items, each with a price and quantity.

4. Set the billing period, start date, and end date.

5. Optionally add taxes.

6. Specify if you want to auto-charge or notify the client to pay manually.

   1. If you select Automatically Charge Payment Method**,** an invoice will attempt to be auto-charged each billing period. You can add a payment method when creating the subscription and if you don’t the client will be prompted to add a payment method for their first invoice. Automatic charges can be applied to both credit card and ACH payments.

   2. If you select Notify Client to Pay Manually, the client will receive an email notification that notifies them about each invoice. If you select this option, you also have to set a due date.

7. Optionally add a memo.

8. Optionally add attachments.

9. In the Advanced settings section, you can:

   1. Specify if you want to allow credit card payments and/or ACH payments.

   2. Specify if you or your client pays for payment processing fees.

Client experience

Email notifications

Clients will automatically receive email notifications when a new invoice is due for payment or when there is a new subscription request. Email notifications will contain links to checkout in your portal.

Portal notifications

When invoices are open, clients will see a numbered notification on their sidebar beside Billing that corresponds to the number of open invoices.

Checkout

Clients can check out directly from your portal on desktop and mobile. They will have the option to add a new payment method or select an existing payment method.

Client payment methods

Adding a payment method on behalf of a client

You can add a payment method for a client as long as it is a credit card. ACH payments are primarily configured by the client themselves, due to the fact that they must log in with their online bank credentials using Stripe OAuth or verify their micro-deposits in their bank account from Stripe.

There are two places in the product where adding payment methods is possible:

Client Details (Existing Clients):

1. From the Clients page, click on the client you wish to add the payment method for and their details will appear to the right.

2. Next, expand Payment Information. If there are no payment methods added for the client, you will see the option to add a new payment method. If they already have a payment method connected, you will see an Edit button.

3. Clicking the Edit button will display the current payment methods for the client, as well as an option to add a payment method.

4. Clicking Add a new payment method will prompt you to select the payment method type.

5. Select Connect a credit card.

6. Enter the client’s credit card details when prompted and click Save. The payment method has now been added to the client’s account.

7. Note: If you are adding an additional payment method, please make sure Set as primary payment method is checked or unchecked based on your preference.

Creating an Invoice or Subscription:

1. When creating an invoice or subscription, you have the option to automatically charge a payment method. If there are no payment methods added for the client, you will see the option to add a new payment method.If they already have a payment method connected, you will see an Edit button.

2. Clicking the Edit button will display the current payment methods for the client, as well as an option to add a payment method.

3. Clicking Add a new payment method will prompt you to select the payment method type.

4. Select Connect a credit card.

5. Enter the client’s credit card details when prompted and click Save. The payment method has now been added to the client’s account.

6. Note: If you are adding an additional payment method, please make sure Set as primary payment method is checked or unchecked based on your preference. Adding a payment method for a client that has not accepted their invitation is not supported.

ACH Payments

When a client goes to pay their invoice they will have the option to connect a bank account for ACH payments in addition to adding a credit card, Apple pay or Google pay.

There are 2 ways for you clients to connect a bank account to use for ACH payments:

Connect a bank using Stripe OAuth (Recommended)

Stripe OAuth is the simplest way to connect a bank account. Stripe will accept the client's credentials they use to log into their online bank account and verify the connected account immediately.

NOTE: Clients can only add their bank using Stripe OAuth when paying their invoice. They cannot use Stripe OAuth to add their bank through the payment method page in their settings. However, they can manually add their bank in the payment method page in their settings.

Connect a bank manually

If a client's bank does not support Stripe OAuth or they would rather verify their account manually, they will need to enter their name, account number, and routing number.

Once they've entered their information, they will be taken to their Settings > Payment methods page. This is where they will go to verify their account using microdeposit amounts sent from Stripe. It will take 2-4 business days for the microdeposits to appear on the client's statement.

The microdeposits will have __ACCTVERIFY__ in the statement descriptor.

Once they've clicked Verify they will be shown the above pop-up. Stripe will deposit 2 amounts less than $1 USD  and the client will need to enter the exact amount of the microdeposits. 

Note: It is important that your clients are aware that a third transaction will appear as a withdrawal for the total amount of the microdeposits. For example, the client would receive 2 deposits and enter $0.05 and $0.03 in the amounts inputs of the Verify account pop-up. They do not need to enter the negative (withdrawal) amount of $0.08.

Clients will have a maximum of 3 attempts for this verification. If you client exceeds the maximum number of attempts, please contact support.

Payment processing fees

Base fee

Every transaction includes a base fee for either credit card or ACH payment processing. These fees can be passed on to clients using our surcharging feature.

Credit card fee

ACH fees

Billing method fee

These fees apply based on your chosen billing method and cannot be passed on to clients.

Additional credit card fees

• International cards: 1.5%

• Currency conversion: 1%

Payment Reconciliation

Accurate payout reconciliation ensures clarity in tracking payments and payouts, helping maintain financial transparency. Follow the steps to view, export, and reconcile payout details effectively.

Viewing Payout Details in Stripe Express

You can view payout details and their associated payments in your Stripe Express dashboard. Here’s how:

1. Access Your Stripe Express Account:

   • Navigate to Settings > Payout Account in your Copilot Dashboard.

   • Click Open Dashboard and login to your Stripe Express account.

2. Check Payout Information:

   • To view details of an expected payout, click See Details.

   • To review payments included in a specific payout:

     • Go to the Balance tab.

     • In the All section:

       • Find payouts labeled as STRIPE PAYOUT in the Description column.

       • Payments include information such as the invoice number, client name, and client email in the Description column.

       • The Status column indicates the current status of each payout and payment.

       • Click on a specific Payout to see all associated payments and details.

       • In the Payouts section, only payouts are displayed. Click on a specific Payout to see all associated payments and details.

Exporting and Organizing Payout Data

If you want to reconcile multiple payouts and payments, exporting the data is the easiest way. Here’s how:

1. Export Your Data:

   • Go to the All tab in your Stripe Express account.

   • Click on Export.

   • Select the desired date range.

   • Open the dropdown in the column selection section and select All.

   • Click Export to download the CSV file.

2. Upload and Organize the File:

   • Upload the CSV file to Google Sheets or Excel.

   • Sort the sheet by the Transfer column in ascending order (A–Z).

3. Identify and Match Data:

   • Use the following columns to reconcile payments with payouts:

     • In the Type column, locate entries labeled as Payment.

     • Check the Description column for details such as the invoice number, client name, and email.

     • Refer to the Transfer column to find the corresponding payout ID.

4. Match Payments to Payouts:

   • After identifying the payout ID for a specific payment, look for a Payout in the Type

     column with the same payout ID in the Transfer column.

   • This confirms that the payment was included in that particular payout.