GateFluxUser Guides

Maintenance Billing, Invoices, and Payments

Use Billing to create invoices, track dues, send reminders, and record payments.

Maintenance Billing

Overview

Maintenance billing is managed from the Billing module. Admins create charge invoices for units and monitor pending or overdue amounts.

When to Use This

  • Monthly maintenance billing cycle
  • Special charges or adjustments
  • Collection follow-up for overdue invoices

How to Use

  1. Open Billing (`/billing`).
  2. Click Create Invoice.
  3. Select block and unit.
  4. Add line items and amounts.
  5. Set due date and save.
  6. Use status tabs to follow pending/overdue items.

Invoices

Field Descriptions

  • Block: Loads units for selection.
  • Unit (required): Unit receiving invoice.
  • Invoice Type: Charge label.
  • Line Item Description (required): Charge reason.
  • Line Item Amount (required): Charge value.
  • Due Date: Payment deadline.
  • Notes: Optional internal note.

Validation Rules

  • Unit selection is required.
  • At least one valid line item is required.

Invoice Actions

  • View: Open invoice details.
  • Download PDF: Export invoice PDF.
  • Send Reminder: Send unpaid reminder.
  • Mark as Paid: Record payment and update status.

Payments

When to Use This

  • Recording received payments
  • Following overdue collections
  • Reviewing paid vs pending amounts

How to Use

  1. Open Billing and switch to Pending or Overdue tab.
  2. Use action menu on target invoice.
  3. Choose Mark as Paid after receipt confirmation.
  4. Use Send Reminder for unpaid invoices.

Example

Create a monthly maintenance invoice with two line items, set month-end due date, then send reminder to invoices still pending after due date.

Subscription Billing (GateFlux Plan)

Overview

In addition to society maintenance invoices, GateFlux now includes subscription billing controls under Settings → Billing. Admins can review current plan, usage, subscription invoices, subscription transactions, payment methods, analytics, and webhook events.

Plan Change Workflow

  1. Open Settings → Billing → Subscription.
  2. Review the current plan card and usage metrics.
  3. Choose an Upgrade or Downgrade action from the plan list.
  4. Check the confirmation dialog details (proration for upgrades, next-cycle effective date for downgrades).
  5. If your society is in trial and trial end is near, choose the next billing cycle in the dialog: Monthly or Yearly (15% discount).
  6. Confirm the action and note the returned gateway reference (for upgrades).

Trial-End Billing Cycle Choice

When a trial is about to end, the plan-change confirmation dialog includes a billing cycle selector. This keeps the same upgrade/downgrade flow, but lets admins decide whether to continue on monthly or yearly billing.

  • Monthly: Standard cycle pricing applies.
  • Yearly: 15% discount is applied to yearly billing.
  • The selected cycle is sent with the same existing upgrade/downgrade request.

Webhook Monitoring and Retry

  1. Open Settings → Billing → Webhook Events.
  2. Filter by provider, status, or event type to find failed events quickly.
  3. Use Retry for eligible events that are not in processed state.
  4. Track retry attempts and next retry schedule in the events table.

Operational Notes

  • Upgrades are immediate and may generate prorated charges.
  • Downgrades are scheduled to apply at the next billing cycle.
  • When yearly is selected at trial end, yearly billing includes a 15% discount.
  • Use subscription transactions and payment history tabs for reconciliation.

Tips

  • Use clear line item names (for example: Maintenance Apr 2026).
  • Review overdue list every week.
  • Download invoice PDF for audit records.

Common Mistakes

  • Creating invoice without selecting unit.
  • Adding description but forgetting amount.
  • Marking invoice paid before confirming payment receipt.