Report Component Usage and Allocations

Reporting component usage and allocations in Advanced Billing ensures accurate Subscription billing, correct Invoice totals, and reliable revenue reporting. To bill Customers properly for metered, quantity-based, prepaid, and on/off components, you must report each component’s usage amount or status within the Subscription. Accurate component allocation prevents revenue leakage and keeps recurring billing aligned with your pricing model.

The information below applies to Advanced Billing’s Component Allocations functionality. Learn more in Component Allocations Overview.

Reporting Metered Component Usage

For metered components, record the number of units your Customer consumes during a billing period. At the end of the billing period, Advanced Billing charges the Customer for the total units recorded. The component count resets to zero at the start of the next billing period.

The first time you record usage on a Subscription, the price point locks. Future usage is billed at that same price point unless you manually change it.

To record metered usage in the application:

1. Navigate to the desired Subscription.
2. Select the Components (Line-Items) tab.
3. Locate the component, then click More (...).
4. Select Record Usage.

Select Record Usage from the More menu.

• Enter a quantity and, optionally, a memo, then click Record.
• The quantity must be a whole number.
• If you enter a decimal value, the system truncates the number instead of rounding it. For example, 5.5 becomes 5.
• All usage recorded during the billing period is totaled and charged at the end of the period.

Reporting Quantity-Based Allocations

Quantity-based components represent a set number of units purchased by the Customer. When you update the quantity, the new amount remains in effect until changed again.

One-time quantity-based components reset to zero after allocation. Recurring quantity-based components continue billing the set quantity each billing period.

For example, if you charge $100 per month per employee and set the quantity to three, Advanced Billing charges $300 every billing period until the quantity changes.

To update a quantity-based component:

1. Navigate to the Subscription.
2. Select the Components (Line-Items) tab.
3. Select the component.
4. Update the quantity as needed.

Reporting On/Off Component Status

On/off components allow you to toggle a feature on or off for a Subscription.

To update an on/off component:

1. Navigate to the Subscription.
2. Select the Components (Line-Items) tab.
3. Select the component.
4. Toggle the status as needed.

Reporting Prepaid Component Status

Prepaid components require two actions: purchasing prepaid units and recording usage against those units.

Prepaid components include options to purchase units and record usage.

Purchase Prepaid Units

First, purchase prepaid units, also known as creating a prepaid allocation. This screen is similar to the quantity update screen but does not include proration settings.

Purchase prepaid units for a Subscription.

Record Prepaid Usage

After purchasing units, record usage as the Customer consumes them.

If usage is recorded incorrectly, you can enter a negative quantity to reverse previously recorded usage.

Record prepaid usage for a Subscription.

Current Prepaid Usage

The components table displays total usage compared to total prepaid allocations. If usage exceeds purchased allocations, the system records overages and highlights them.

In the Cost column:

• The top number shows the total component cost.
• The number in parentheses shows the portion attributed to overages.

For example, if a Subscription purchases 10 prepaid units at $2 each and records usage for all 10, the total cost is $20. If one additional unit is recorded as overage at $3, the total component value becomes $23.

Prepaid usage is broken down by allocations and overages.