PropertyBoss issues two types of invoices each month: (1) subscription invoices for recurring PropertyBoss access and services and (2) transaction-based invoices for fees associated with online payments collected in the prior month. The schedule below explains when invoices are created, when payments may be processed, and when you can expect to receive invoice emails.


Typical Monthly Timeline

  1. Ongoing account review (throughout the month): We monitor subscription unit counts and billing details to ensure your invoice reflects your current configuration and your contract terms (including any contractual minimums). If inactive units remain enabled in your system, they remain billable until they are deactivated.
  2. Subscription invoices (dated the 1st): Subscription invoices are generated one week prior to the 1st of each month and are dated the 1st. Amounts are based on your current subscription pricing and unit counts.
  3. Payment processing and invoice delivery for subscriptions (around the 1st): If your account is enrolled in AutoPay, your payment is processed on the 1st (or the next business day, if applicable). We deliver invoices after payments are confirmed. If you pay by check or manual electronic payment, you will receive the invoice with a balance due.
  4. Transaction-based billing preparation (after month-end): For transaction-based services (e.g., payment activity), final monthly totals are not available until the prior month's related bank transactions have cleared. This typically occurs around the 5th business day of the following month.
  5. Transaction-based invoices (dated the 2nd): After final totals are available (typically after the 5th), we generate transaction-based invoices. These invoices are dated the 2nd of the month to distinguish them from subscription invoices dated the 1st.
  6. Payment processing for transaction-based invoices (around the 15th): Payments for transaction-based invoices are processed on the 15th of the month (or the next business day). 
  7. Invoice delivery after transaction-based payments are posted: After transaction-based payments are posted and verified, we deliver invoices (including receipts and/or any remaining balance due, depending on your payment method).
  8. Billing accuracy checks and credits (throughout the cycle): To ensure accuracy, we perform routine checks between invoices and payments. If your account has available credits, we apply them to outstanding balances when appropriate to help prevent overpayment.
  9. One-time charges (as needed): From time to time, we may issue one-time invoices for non-recurring services or adjustments, as applicable.
  10. Monthly statements: If there are open invoices on your account, a statement will be emailed to the designated invoice recipient(s) 3 to 4 business days after the 15th of each month.


What You Can Do to Help

  • Keep unit counts current: If your billing is based on active units, be sure to deactivate any units you no longer use. This helps prevent unnecessary charges, subject to any contractual minimums. 
  • Verify billing contacts: Let us know whenever your invoice recipients change so invoices, receipts, and account statements are sent to the correct contacts.
  • Notify us of payment changes early: If you need to update your AutoPay or ACH information, or if you plan to change payment methods, please notify us in advance. For subscription invoices, contact us before the 1st of the month. For transaction-based billing, contact us before the 15th to help avoid payment delays or interruptions.
  • Updating payment information: 
    • Subscription Invoice AutoPay Updates: Email accounting@propertyboss.com to request a secure payment "Save Now" link.
    • Bank Changes for E-Payment Accounts: If the bank account tied to your E-Payment processing account is changing,
      1. Follow these instructions: How To: Bank Change Request
      2. Notify accounting@propertyboss.com and include the name of your E-Payment account in your email.


Questions

If you have questions about an invoice, payment status, or billing details, please contact our Accounting team at accounting@propertyboss.com. To help us assist quickly, include your company name and the invoice number.