This article applies to the following roles:
- Administrator
- Agency Administrator
- Supplier
Summary
This article describes the billing processes and timelines in MoveIT so that you and your organisation can effectively understand when you will be billed for referral fees or when referral fees will be paid out to your organisation.
There are two key billing processes:
- Supplier Billing: when suppliers are issued with notices and invoices for referral fees for instructions that have been completed.
- Agency Payout: when agencies a paid their share of referral fees that have been received from suppliers for completed instructions.
Supplier Billing
The following table lists the key dates in the billing process and what happens at each stage:
| Date | Stage | Description |
| 20th of Each Month | Billing Notifications | At midnight at the start of the 20th of each month is the cut-off for instructions to be completed for the coming billing cycle. During the day of the 20th, MoveIT will automatically identify all instructions that have been completed and create a draft invoice for each supplier with instructions ready to be billed. Each supplier will be issued with a Billing Notification, which will be sent to any billing contacts listed on the supplier’s account. At this stage, Billing Notifications will also include any relevant credits that have been created for the supplier. Important: the Billing Notification is not intended to be an invoice, it is simply an advance notice to suppliers listing the instructions that they can expect to be billed for. |
| 20th – 27th of Each Month | Billing Notification Review | During this period, suppliers can review their billing notification to ensure that they agree that all the instructions listed are in fact ready to be billed. In the rare occasions where an instruction has been incorrectly added to the Billing Notification, suppliers can use the relevant actions to raise a query with the referring agency or request a cancellation of the instruction. For details on the actions possible, please see the “Invoiced” section of this article. |
| 27th of Each Month | Invoices & Direct Debit Requests | On the 27th of each month, suppliers will be issued with an invoice for all instructions that are ready to be billed. NB. any instructions that have been queried with the raising agency that have not yet be responded to will be automatically removed from the invoice and may be billed the following month depending on the specific case. Suppliers registered to pay via Direct Debit will have payments requested automatically at this time. |
Agency Payout
The following table lists the key dates in the payout process and what happens at each stage:
| Date | Stage | Description |
| 1st of Each Month | Self-Bill Invoice Generation | On the first day of every month, MoveIT will automatically identify all the instructions that are ready to be paid out. This will include all instructions whose referral fees have been paid to MoveIT by the relevant suppliers no later than midnight on the 1st of the month. MoveIT will then generate a Self-Bill Invoice, that is, an invoice to MoveIT on behalf of the relevant agency. i.e. to represent the agency billing MoveIT for referral fees that are due. Self-Bill Invoices may also include reversals that are deducted from the total in rare cases where an instruction was billed to a supplier incorrectly and the referral fees have already been paid out to the agency. |
| 1st – 7th of Each Month | Self-Bill Invoice Payment | MoveIT will make BACS payments to each agency who is due a pay out of referral fees, which will also be recorded in the invoices section of MoveIT. |