Set Up and Use Billing Profiles

People who manage billing settings set up billing profiles, the company names and logos a bill can come from, and Coordinators choose one on each bill. A billing profile makes each bill show the Owner the right company and, where bill sync to AppFolio is set up, reach AppFolio with the right payee, so no one fixes bills by hand.

Before You Start

Setting up and choosing billing profiles needs the right access, so check these details first.

• Who this is for: People who manage billing settings, who set up billing profiles, and Coordinators, who choose a profile on each bill.
• Applies to: Companies that bill Owners or their own entities for maintenance.
• Access needed: Agent (the platform role for property management company staff who coordinate Melds). To add, change or delete billing profiles: Admin, or the Edit Application Settings permission. To choose a billing profile on a bill: the Add/Edit Bills permission.

How Billing Profiles Work

Billing profiles let one company bill maintenance under more than one name, for example when a separate maintenance company you run does the work, so each Owner sees the company that did the work. Billing profiles are part of how TrueCost turns the full cost of a Meld into a bill your company recovers, because each bill carries the right identity and payee.

A billing profile sets three things on a bill: the company name and contact details, the logo, and, where bill sync to AppFolio is set up, who the bill is payable to in AppFolio. Billing profiles follow these rules:

• Every company has a built-in billing profile with its own company name. The built-in profile can't be deleted. Its company details come from your company's account settings, so change them in Account Settings, not on the billing profile.
• One billing profile is the default, marked Default. New bills start on the default profile.
• A Coordinator can choose a different billing profile on each bill.

Add a Billing Profile

Adding a billing profile for each company you bill from lets Coordinators pick the right one instead of editing bills by hand. To add a billing profile:

1. On Account Settings, select Billing. On Billing Settings, select the Billing tab.
2. Under Billing Profiles, select Add a New Profile. New Billing Profile opens.
3. To make this profile the default for new bills, turn on Make This the Default Billing Profile.
4. Choose a Type.

Decision point: who bills from this profile are payable to in AppFolio

• Management Company: links the profile to your company, so synced bills are payable to your company.
• Vendor: shows a Vendor field where you search for and select a Vendor, so synced bills are payable to that Vendor. Fits a separate company you run that's set up as a Vendor in AppFolio.
• Considerations: the type decides who synced bills are payable to in AppFolio. Until you choose a type, the profile has no payee, and bills from it can't sync to AppFolio, so choose a type before anyone uses the profile on a bill.

5. Enter Company Name, State and Postal Code, which are required, and any of Street Address, City, Phone Number and Website. These details appear on the bill.

Decision point: which logo the bill shows

• Use White Labeling (selected at first): uses the company logo from your white labeling settings. Fits a profile for your own company. Configure White Labeling Settings opens those settings.
• Upload Your Own Logo: drop an image file or upload one from your device. Fits a profile for a separate company or brand.
• Considerations: Owners see this logo on every bill from the profile, so use the logo of the company the Owner should see.

6. Select Create.

Change or Delete a Billing Profile

Keeping billing profiles current stops bills going out with an old address, logo or payee. To change or delete a billing profile:

1. On Account Settings, select Billing. On Billing Settings, select the Billing tab.
2. To change a profile, select its edit icon, update the fields in Edit Billing Profile, then select Save. To make it the default, turn on Make This the Default Billing Profile. The default profile shows Default instead of that setting.

3. To delete a profile, select its delete icon, then select Delete in Delete Billing Profile?. The built-in profile has no delete option.

Choose a Billing Profile on a Bill

Choosing the billing profile on each bill makes sure the Owner sees the company that did the work and AppFolio gets the right payee. When a Coordinator creates a bill, Create a Bill shows Billing Profile, set to the default profile.

• To bill from another profile, choose it in Billing Profile.
• If your company has only one billing profile, Billing Profile shows it and can't be changed.
• Select Preview Bill to check the name, details and logo the Owner will see.

For the full billing steps, see Bill a Verified Meld.

If Your Situation Is Different

Who sets up billing profiles, and which integration you use, can change how this article applies to you.

• If someone else manages billing settings: at some companies, a Coordinator or Property Manager sets up billing profiles as well as choosing them on bills. The steps are the same for anyone with access.
• If you use another accounting integration, or none: this article covers companies that use AppFolio. For billing profiles with other integrations, see How to Set Up and Use Billing Profiles.

What Happens Next

After you create a billing profile, Coordinators can choose it on bills, so check that it saved as expected.

• What you see: the profile appears under Billing Profiles with its logo, name and Business Address. The default profile shows Default.
• What Coordinators see: the profile in Billing Profile on Create a Bill. New bills start on the default profile.
• What the Owner sees: the profile's name, contact details and logo on the bill.
• If the profile doesn't save: check that Company Name, State and Postal Code are filled in, then select Create again.
• If a profile is missing from Billing Profile on a bill: check under Billing Profiles that it hasn't been deleted.

Limitations and Things to Know

Billing profiles have these limits, each with what to do instead.

• You can't delete the built-in billing profile. To keep new bills from starting on it, make another profile the default.
• You can't restore a deleted billing profile. To bill from that company again, add a new profile with its details.

Related Articles

These articles cover what to do next and where to get help.

• Bill a Verified Meld
• Closing Out Completed Melds
• Contacting Customer Support