Billing Profiles

Instead of manually configuring tax rates, bank details, and payment terms for every new client, Billing Profiles allow you to group these settings into reusable "packages."

By using Billing Profiles, you ensure consistent invoicing and eliminate the risk of sending the wrong bank details or currency to a client.

Which Profile Should You Use?

Most businesses need more than one profile to handle different regional or commercial scenarios. Use the table below to decide how to structure yours:

If you are...	Use a Billing Profile to...
Scaling Internationally	Create profiles for each currency (NZD, AUD, USD) with corresponding tax rates (GST, VAT) and local bank accounts.
Working with Subcontractors	Create a "White Label" profile using a generic invoice template and different payment instructions.
Rewarding Loyal Clients	Create a "VIP" profile with a -10% Sell Adjustment and longer Payment Terms (e.g., 30 days instead of 14).
Handling Non-Profits	Create a "Pro-Bono" profile with $0 rates or a specific Price List and custom Terms & Conditions.

What’s Inside a Profile?

A Billing Profile acts as the "master controller" for three key areas:

1. Financial Logic

• Currency & Tax: Sets the baseline for every invoice generated.
• Price List: Defines which staff rates to use.
• Sell Adjustment %: Applies a global markup or discount (e.g., enter 10 to add a 10% margin to all rates).
• Sell Rounding: Keeps your pricing clean (e.g., rounding to the nearest $5.00).

2. Cashflow Settings

• Payment Terms: Sets the number of days until the invoice is due.
• Due Date Rule: Controls how that date is picked (e.g., "14 days from invoice date" vs. "The 20th of next month").

3. Client Experience (The "Look and Feel")

• Templates: Choose which Quote and Invoice designs to use.
• Terms & Conditions: Auto-populate the fine print on every document.
• Payment Instructions: Ensure your bank details or "Pay Now" links are clearly displayed in the footer.

The "Rate Cascade": How Pricing is Calculated

When you generate an invoice, AtomicSam looks for a price in this specific order. The first one it finds, it keeps:

1. Price List: Defined on the Billing Profile assigned to the client.
2. Staff Rate Override: Set specifically on the individual Staff member’s profile.
3. Organisation Default: The "fallback" rate set in your global system settings.

Get Started

Create your first Profile

1. Navigate to Settings → Billing Profiles.
2. Click Add Billing Profile.
3. Name it clearly (e.g., "Standard NZ – 14 Day").
4. Fill in your financial and template preferences and click Save.

Set a Default

You must have exactly one profile marked as Default. This profile will be automatically applied to every new client you create, saving you from manual setup during onboarding.

Assign to a Client

1. Open a Client record.
2. Go to the Billing section.
3. Select your desired Billing Profile from the dropdown.

• Note: Changing this will apply to all future invoices and quotes for this client.