Solutech SAT Autobilling

Welcome to the Autobilling section of Solutech SAT documentation. This section provides an overview of the Autobilling system, which automates the licensing and billing processes for Solutech SAT users.

Solutech Products Licensing

Technical Documentation

Purpose

The purpose of this document is to document how Solutech is going to implement licensing of its products across the board. From Kodie, SAT, KaziTime and any future innovations. Why we are doing this is to avoid the following scenarios:

1. Having back and forth with the finance team on how much should be billed. We spent a lot of time waiting for customers to approve estimates.
2. This document will contain up to date information of the any new innovation and their billable details hence information for everyone in the organization
3. A software license documentation also provides legally binding definitions for the distribution and use of the software. End-user rights, such as installation, warranties, and liabilities, are also often spelled out in the software license, including protection of the developer’s intellectual property.

Solutech Products

Solutech Products refer to any Solutech Innovations. Currently, these are:

1. Solutech SAT (We need a better name for this)
2. Kodie
3. KaziTime
4. Dukasoft
5. CRM

Explanation

For any client to use Solutech Products, they will be required to purchase licenses first. The key metrics will be:

1. Type of Product
2. Billing Cycle - Daily, Monthly, Bi Monthly, Quarterly, Semi Annually, Annually
3. Number of Licenses
4. Amount (Will be pre determined by the sales/finance team and set for that client on the Admin Portal). Solutech might need to pre-define non-negotiable prices in future.

Process Flow

Single Tenant Flow

1. Client Account is created on Admin Portal.
2. Client Contact for Finance is added to the created account. The contact has to be per the contact in the blue print document from the project kick off meeting.
3. These details are synched to Zoho Books and a new account is created. The following fields are required for a new account creation on Zoho Books

• Company Name
• Clients Address
• Clients Tax PIN
• Currency i.e KES or USD
• Tax rule i.e. Tax rule for VAT , Zero rated or Exempt
• Billing Cycle (Monthly, Two Months, Quarterly etc)
• Credit Term (30 Days, 60 Days etc)

4. Amount of licenses the client needs are set on the billing account of the client per the explanation above by:
5. Selecting the product i.e. Solutech SAT
6. Selecting the product item i.e. Software License
7. Selecting the license (i.e. Billable, Free)
8. Selecting the license type (i.e Users, Admins, All Users)
9. Entering the number of Licenses.
10. Entering the amount (Per the Sales Contract) as at the time being, various clients have different negotiated rates.
11. Selecting the billing cycle (i.e Monthly, Quarterly etc)
12. Selecting the start of the billing period. This will auto populate the client_billing_cycles per the billing cycle. E.g. for a monthly client with a start billing_date of 1st April, this table will be auto populated with the rest of the months in the year.
13. Once the Licenses information has been fed into the system, a Billing License Email will be sent to the Client Finance Contact, copying Solutech’s Accounts on the details of the licenses.
14. The license quantities should be pushed to SAT deployment of the client with information about:
15. Billable Licenses Qty - Licenses which need to be billed. Can be : Admins, Users or All Users
16. Free Licenses Qty - Licenses issued to client for free (mostly for admins)
17. Non Billable Licenses Qty - Solutech accounts only
18. When creating/importing users in SAT, a check should always be made against the allowable licenses and the sub license type (admin, users, all users). Only the permissible licenses should be displayed on SAT i.e if a client only has Billable Licenses, when creating a user, the system should only show option for allocating Billable License. When a Client has run out of Licenses, they won’t be able to create new user accounts on SAT. The system should inform that their Finance Personnel should purchase or requisition the licenses.

Purchasing Additional Licenses

8. To purchase additional licenses, the Finance Contact Personnel will login to SAT and specify: The number of licenses to purchase per license type. E.g. 5 All Users Licenses

Depending the existing rate for the client, this will compute new additional amount that will be added to the client’s invoicing depending on the billing cycle of the client:

For monthly billing, depending on the date the new licenses are purchased, the total amount will be prorated per the remaining days in the month and added into the current month's billing, to be billed at the end of the month with clear definition of the licenses added and when they were added.

For example, if a client has 10 licenses and on 20th March, they purchase 2 additional licenses, their billing on 1st April will be 10 licenses for 30 days (for April) and 2 licenses for 42 days (20th to 31st March plus 30 days in April). Remember invoices are billed in advance.

For quarterly billing, the above procedure for monthly will be followed and the invoice will be added into the quarterly billing. For quarterly in advance billing, the invoice will be sent immediately to the client. For quarterly after, the invoice will be sent in the next billing cycle.

For annual billing, the above procedure for monthly will be followed but the invoice will be send immediately to the client.

Reducing Number of Licenses

9. If a client requires to reduce their licenses, the Finance Personnel will login to SAT and deactivate a user(s). The system should indicate how many available licenses are left unused and let the personnel decide if to delete them or leave them. De activating a user does not reduce number of licenses. To reduce number of licenses, after deactivating a user, the license has to be deleted. NB: To see option to delete a license, a user has to be deactivated first. (Alternatively, deleting their license deactivates the user automatically) Once a user is deactivated, they can be:
10. Re-activated if the license has not been re-used by adding another user.
11. Else, if license has been used, a user cannot be re-activated, and a license has to be purchased first.

Deleting a license will have no impact on the invoice as the client has already been billed. Licenses have to be deleted before the start of the customer’s billing cycle, otherwise, we will bill based on the licenses a client has on 1st of every month at 8AM EAT.

Proposed Changes

1. Solutech needs to adopt a multi layered pricing model for monthly, quarterly and annual billing.
2. Higher pricing for monthly customers, moderate for quarterly customers and cheap for annual customers. e.g.

Cancelling Subscription

If a customer intends to cancel their subscription of a Solutech product, they can only do so at the end of their current billing cycle. This means that for a monthly customer, they cannot cancel in between the month, quarterly cannot cancel in between a quarter, semi annually cannot canel in between this period of 6 months, yearly cannot cancel in between the year.

Handling Credit Limits

All customers invoice will have 30 days credit limit and all invoices will fall due at the end of the current invoicing month, whichever comes first. This means that for a Feb invoice, it falls due on 28th or 29th.

It is expected that a customer settles their invoice within the credit days and failure to do so will result in the following measures being taken:

Depending on the day they make the payment, their credit days will be reduced per the days the payment surpassed the credit days. For example, for an invoice done on 1st March due on 31st March, and the client pays on 5th April, means that Solutech will have switched off services on 1st April.

Solutech will not issue an invoice on 1st April as the client’s services have been suspended temporarily until a payment is done.

When the payment is done on 5th April, Solutech will restore services and issue an invoice for the remaining days in April

Multi Tenant Flow

1. For Multi Tenant Clients, the client will create their own account from the respective system. (We will determine if to create an extra subdomain e.g users.solutechapp.com to just allow onboarding of new tenants or whether to do this from admin.
2. During the onboarding process, the client will be required to enter their details the details of the company including all tax data requirements, the number of licenses they require etc. We can determine if to offer a free trial and the period for such trials. Thereafter, the billing cycle will kick in.
3. Depending on the name of the company per registration documents, the system will generate a client code. The code generation algorithm needs to be really good to ensure suitable client codes are generated correctly. However, we will need an extra eye to confirm the code before it is allocated to the client and communicated to email.
4. The confirmation of the client code will be done after the client purchases licenses to begin using the system.

Technical

ADMIN PORTAL TABLES

licenses Fully documented on Jira ✅

This table will hold all the license information to distinguish the different licenses Solutech offers as sometimes we do offer free licenses to customers.

license_types

Fully documented on Jira ✅

This table will hold info about the types of licenses for the various licenses.

products Fully documented on Jira ✅

This table will hold all the products information e.g. Solutech SAT, Kodie etc. This is because a client might be being offered multiple products by Solutech with different pricing and license quantities.

product_items Fully documented on Jira ✅

A product has multiple items like licenses, setup fees, etc, but for now we will depend on the items created in Zoho Books

payment_modes Fully documented on Jira ✅

This table will hold all the payment modes.

In future, we might look at having payment aggregators to enable clients make payments directly to us.

taxes Fully documented on Jira ✅

Different countries we serve might impose various taxes on the services we offer to clients in those countries. Hence, this table will contain the tax information of such taxes.

product_items_hs_codes Fully documented on Jira ✅

For non vatable clients, when sending invoice to KRA, we need to define the export services hs code on the invoice if the product item has been tied to a product hs code.

billing_cycles Fully documented on Jira ✅

This will hold the frequency of how clients are billed, i.e. Monthly, Quarterly etc

credit_terms Fully documented on Jira ✅

Different clients might have various credit terms with Solutech and these will be kept in this table.

accounts Fully documented on Jira ✅

A client may pay into a specific account maintained by Solutech and this needs to be captured.

currencies Fully documented on Jira ✅

This will hold the details of the currencies Solutech invoices in.

currency_rates Fully documented on Jira ✅

This will hold the details of the exchange rates of the currencies

tax_devices Fully documented on Jira ✅

This will hold the details of the TIMS device.

subscription_types Fully documented on Jira ✅

This table will differentiate subscription types because of training purposes and go live.

integrations Fully documented on Jira ✅

This will hold the details of the Integrations Service.

integration_details Fully documented on Jira ✅

This will hold the details of the Integrations Service for token management.

tbl_clients_configurations Fully documented on Jira ✅

New additions to clients table.

tbl_users Fully documented on Jira ✅

New additions to users table.

When a new user is added, the following should be done: If they are of contact type - solutech_account (check using slug), create an entry in client_users for all active clients with sync_to_solutech as Yes so that the user can be synced to all clients.

contact_types Fully documented on Jira ✅

New table to cater for contact types. This is not to be confused with user types (Admin, Supervisor, User)

countries Fully documented on Jira ✅

New additions to countries table.

client_contacts Fully documented on Jira ✅

The contacts of each client.

When a new client contact is added, the following should be done, create an entry into client_users as well with sync_to_solutech as Yes so that the contact can be synced to SAT of that specific client.

email_logs Fully documented on Jira ✅

This table will log all communications sent from the system.

client_subscriptions Fully documented on Jira ✅

This will track which product each client is subscribed to and their billing cycle. If a client’s subscription changes, we unsubscribe the current subscription and create a new record with the new changes. Subsequently, we end the current client licenses and create a new record and update the client_licenses_history accordingly.

client_licenses Fully documented on Jira ✅

To keep track of the quantities for each license for the various subscriptions, we create the client_licenses table. If the quantities change, we update the quantities accordingly and create a new record in \ table. Subsequently, we create a new invoice per the existing subscription billing cycle with the new line items.

client_licenses_history Fully documented on Jira ✅

When a client adds new licenses or reduces them, we need to keep track of these changes. We will add this information in this table to preserve the history of the changes.

client_license_days Fully documented on Jira ✅

To keep track of the days a promoter license should be active.

client_billing_cycles Fully documented on Jira ✅

This table will contain information about billing cycles for the purposes of generating invoices through a scheduler. These cycles should always be generated at the start of the year for the entire year. If a client cancels their subscription, the remaining cycles from the date of cancellation should be disabled so that the client is not invoiced.

First, the cron should check the client’s billing cycle, if monthly, run each month If Quarterly, run at the start of the quarter If Semi-Annually, run at the start of Jan and June If Annually, run on 1st Jan.

invoice_reminders Fully documented on Jira ✅

invoices Fully documented on Jira ✅

This table will contain information about all invoices generated for clients per their billing cycle.

invoice_items Fully documented on Jira ✅

This table will contain information about all invoices generated for clients per their billing periods.

client_invoice_reminders

Fully documented on Jira ✅

payments Fully documented on Jira ✅

When a client makes a payment, we need to capture this information to keep track of unpaid invoices. Once a client makes a full payment, we update the invoice accordingly.

receipts

Fully documented on Jira ✅

documents

Fully documented on Jira ✅

This table will keep a track of all uploaded documents - invoices, receipts

email_templates

Fully documented on Jira ✅

This table will maintain the data of email templates to ensure there is uniforming of system communication.

email_users

Fully documented on Jira ✅

This table will maintain the data of email users to determine who should receive which email communication.

client_users Fully documented on Jira ✅

When a new account is created, it should be synced to all client deployments.

Modify the existing client_users table to add the following columns

Clients, Accounts and Sub Accounts

Rename current tbl_client_configuration to accounts

Clients

Create table called clients

Fully documented on Jira ✅

Client Accounts

Rename tbl_client_configuration to client_accounts

Fully documented on Jira ✅

Sub Accounts

Create a table called client_sub_accounts

Fully documented on Jira ✅

credit_notes Fully documented on Jira ✅

This table will contain information about credit notes on SAT Admin.

credit_note_items Fully documented on Jira ✅

This table will contain information about credit note line items.

Over Payments

Add bank_charges, refund_amount to payments table

When a customer makes a payment, insert into customer statement and customer statement items accordingly

customer_statements Fully documented on Jira ✅

Create a table called customer_statements to hold customer statement information.

Creating Invoices and Credit Notes on Admin

Invoices

Create invoice from having a Create Invoice button from Clients, or from Invoices Page

If from Clients Page, no need to select the Client, should be auto selected.

Create Invoice by entering the following fields:

• Select Client
• Select Client Account (Limit by clients)
• Select Invoice Date
• Select the Credit Terms and display the due date based on the Credit Terms

Have functionality to add multiple line items by:

Select the Product Item by either selecting or search selecting

• Enter the Quantity
• Enter the Rate
• Select the Tax Rate

Have ability to delete a line item

Calculate the total amount on the fly and display it on the screen

After entering the line items, have the ability to specify the discount (if any)

The discount can be as a % or as an amount.

Add a field for adjustment (both positive and negative).

Then calculate the Sub Total, Tax Amount and Gross Total

Specify the Terms and Conditions

Have ability to save the invoice as:

• Save as Draft or
• Save and Send or (Send to Contact Persons)

If Saved as Draft, have ability to update the status of the invoice to Pending

If Save and Send, save status as Pending then

• Sync the invoice to KRA TIMS
• Sync the invoice to Zoho Books
• Send the invoice to the contact persons per the email template

Credit Notes

Create Credit Noted from having a Create Credit Note button from Invoices, or from Credit Notes Page

If from Invoices Page, no need to select the Client, should be auto selected

Create Credit Note by entering the following fields:

• Select Invoice
• Prepoulate the Client/Customer field based on the invoice
• Select Credit Note Date

Pre populate the line items with what is on the invoice already.

Allow the user to be able to update the quantities with the following validations:

• Quantity cannot be updated upwards. Can only be same or less but not zero.
• Tax rate should not change.

Calculate the updated total amount on the fly and display it on the screen

Then calculate the Sub Total, Tax Amount and Gross Total

Specify the Terms and Conditions

Have ability to save the invoice as:

• Save as Draft or
• Save as Open

If Saved as Draft, have ability to update the status of the Credit Note to Open

If Save as Open:

• Sync the credit note to KRA TIMS
• Sync the credit note to Zoho Books
• Update the credit note on Admin with the erp_code and erp_credit_note_number from Zoho Books
• Send the credit note to the contact persons per the email template
• Sync the credit note to SAT

SAT TABLES

On SAT, we need visibility of the following:

1. Ability of the configured Finance Admin to view licenses and history.
2. Ability for Finance Admin to add new licenses.
3. Ability for admins who can add users to add users based on the available licenses for that user category.
4. Ability for admins who can add users to delete licenses. (Deleted licenses will not be refunded, but the change will be reflected in the next billing invoice. Such change of licenses has to be done before the billing/invoice date 8:00 AM EAT).

Working Methodology

Licenses Management

1. Once licenses are created on Admin, they will be synced to the specific clients deployment.
2. On SAT Admin, we will generate license keys per the number of the licenses issued. I.e. if 5 licenses are issued, generate random numbers concatenated with the clients Code. E.g. A59D-E89H-I4KL, AB14-KL8D-M4P8 etc
3. When a new license is created, we will add a new license key.
4. When licenses are removed, we will deactivate a subsequent number of license keys which were removed.
5. To add new licenses, the system will display current licenses, then the admin can specify how many licenses they want to add, and the system will indicate how many total licenses they will have.
6. Then they will get an estimate of their next months billing, broken down by with the changes.
7. Then if they are okay, they can submit.
8. The changes will be inserted in licenses and license_history tables accordingly.
9. Then we will generate new license keys per the number of new licenses added (after activating any unallocated license keys).
10. This will then sync to SAT Admin (Can be a separate scheduler).
11. Then the client can now add users.

Users Management

1. When a new user is added in Solutech SAT, an unused license key will be picked from the license_keys table, assigned to a user in users table, then marked as allocated in license_keys table.
2. When a user is deactivated, their license key will be un allocated.
3. If a license is unallocated, it can be removed (Made Inactive), which will reduce the clients licenses instantly, and this change will reflect in the next billing cycle.
4. If a user needs to be re-activated, they can only be re-activated if there is an unallocated license key (Active). If not, the system should not allow them to be re-activated.
5. If a user needs to be added and there are no licenses, the system should not allow them to add the user.
6. The finance admin should first request for new licenses.

Contacts Management

When a contact is added in Admin for that client, we should create the user per the respective client in SAT.

The Process:

tbl_users

Add license_key_id to keep track of license allocated to a user

Add contact_type to keep track of Billing, Super Admin. Super Admin should have overall system administration not limited to roles.

user_types Modify the table to add solutech_id (Nullable)

We will use this column to reference the type of licenses a client has to determine if the client has enough licenses to add users or not.

license_subscriptions Fully documented on Jira ✅

licenses Fully documented on Jira ✅

This table will maintain the data of licenses a client is entitled to at any given time.

licenses_history Fully documented on Jira ✅

This table will maintain the data of licenses history so that the client can check any changes on their deployment.

license_days Fully documented on Jira ✅

This table will maintain the data of license days for promoters license type..

license_keys Fully documented on Jira ✅

This table will maintain the data of licenses a client is entitled to at any given time.

license_keys_history Fully documented on Jira ✅

This table will maintain the history of license keys assigned to users at any given time and their expiration date.

license_invoices Fully documented on Jira ✅

This table will maintain the data of licenses history so that the client can check any changes on their deployment.

license_invoice_items Fully documented on Jira ✅

This table will contain information of invoiced items.

license_payments Fully documented on Jira ✅

Payments information from all tables.

Demo Users

There will be no provision for demo accounts once the billing system is operationalised. Therefore no functionality will be developed to cater for demo users.

Separation of Users and Support Accounts

With the introduction of a super admin, we need to limit the super admin to only view their users (Client users).

Therefore, System Users should be separated and a new menu for Support Accounts introduced. System users should contain all billable and free users. Support Accounts should contain non billable accounts which is Solutech users.

Companies

Fully documented on Jira ✅

Companies Changes on SAT

Rename product_company table to companies

Add the following columns

Amend the Companies CRUD to persist the above data with the following validations:

1. Client Codes have to be unique (on creation and update as well)
2. You cannot deactivate/delete a company which has products or brands or users attached to it.
3. Once client Code and ERP Code have been set, they cannot be modified. They can only be modified by a re-sync of new data from Admin.

license_credit_notes Fully documented on Jira ✅

This table will contain information about credit notes on SAT.

credit_note_items Fully documented on Jira ✅

This table will contain information about credit note line items.

Over Payments

Add bank_charges, refund_amount to payments table

license_customer_statements Fully documented on Jira ✅

Create a table called license_customer_statements to hold customer statement information.

license_customer_statement_items Fully documented on Jira ✅

Create a table called customer_statement_items.

Are there scenarios where we do refund customers?

Upgrade Invoicing

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Suspension

Manage Users - Licenses / Unlicensed

EMAIL TEMPLATES

Billing Subscription Email Template

Subject: Product Name Subscription Details

Dear [User Name], (Should be the name of the billing users)

[Client Name] [main/training] subscription for [Product Name] has been successfully created. Below you will find all the key information about your subscription.

Subscription Details:

• Product: [Product Name]

• Item: [Product Item Name]

• Start Date: [Start Date]

• End Date: [End Date] - Displayed if the Subscription is training or promoters.

• Billing Cycle: [Monthly/Annual]

License Details:

12 All Users Licenses @ KES 4,000.00 Per User Per Month

Support:

For assistance or subscription changes, reach us at +(254) 795462921 | +(254) 742650893 Thank you for trusting [Product] for your journey ahead. Here’s to making data-driven decisions.

Best regards,

Finance Team

Invoice Email Template

Subject: [Product Name] [Billing Cycle] Invoice

Dear [User Name], (Should be the name of the billing users)

Your [billing cycle] [Client Name] invoice for [Product Name] is now available. Below are the invoice details and attached in this email is the PDF invoice.

Invoice Number: INV000010

Billing Period: 1st Oct 2023 - 31st Oct 2023

Billing Cycle: Monthly

Invoiced Amount: KES 120,000.00

Due Date: 31st Oct 2023

Please make a wire transfer payment to the following bank account:

Bank Name: PRIME BANK

Bank Country: KENYA

Bank Code: 010

SWIFT Code:

Account Name: SOLUTECH LIMITED

Account Number:

Bank Branch: PARKLANDS

Branch Code:

Lipa na Mpesa Paybill Number: (Displayed in currency is KES only)

Account Number is the Bank Account Number (Displayed in currency is KES only)

For assistance reach us at accounts@solutech.co.ke | +(254) 795462921.

Thank you for your business.

Best regards,

Solutech Finance Team

Invoice Reminder Email Template

Subject: [Product Name] [1st] Invoice Payment Reminder

Dear [User Name], (Should be the name of the billing users)

This is a billing reminder that your [Billing Cycle] [Product Name] invoice number [Invoice Number] which was generated on [Date Generated] is due on [Due Date].

Below are the invoice details and attached in this email is the PDF invoice.

Invoice Number: INV000010

Billing Period: 1st Oct 2023 - 31st Oct 2023

Billing Cycle: Monthly

Invoiced Amount: KES 120,000.00

Due Date: 31st Oct 2023

Please make a wire transfer payment to the following bank account:

Bank Name: PRIME BANK

Bank Country: KENYA

Bank Code: 010

SWIFT Code:

Account Name: SOLUTECH LIMITED

Account Number:

Account Currency:

Bank Branch: PARKLANDS

Lipa na Mpesa Paybill Number: (Displayed in currency is KES only)

Account Number is the Bank Account Number (Displayed in currency is KES only)

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

Best regards,

Solutech Finance Team

Invoice Due Date Email Template

Subject: [Product Name] Invoice Is Due

Dear [User Name], (Should be the name of the billing users)

This is a billing reminder that your [Billing Cycle] [Product Name] invoice number [Invoice Number] which was generated on [Date Generated] is due.

Your account is at risk of suspension in the next 7 days if no payment is received.

Below are the invoice details and attached in this email is the PDF invoice.

Invoice Number: INV000010

Billing Period: 1st Oct 2023 - 31st Oct 2023

Billing Cycle: Monthly

Invoiced Amount: KES 120,000.00

Due Date: 31st Oct 2023

Please make a wire transfer payment to the following bank account:

Bank Name: PRIME BANK

Bank Country: KENYA

Bank Code: 010

SWIFT Code:

Account Name: SOLUTECH LIMITED

Account Number:

Account Currency:

Bank Branch: PARKLANDS

Lipa na Mpesa Paybill Number: (Displayed in currency is KES only)

Account Number is the Bank Account Number (Displayed in currency is KES only)

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

Best regards,

Solutech Finance Team

Suspension Notice Email Template

Subject: Your [Product Name] Account Is At Risk of Suspension

Dear [User Name], (Should be the name of the billing users)

Your [Client Name] subscription for [Product Name] is at risk of suspension in the next 2days due to an unpaid balance of [Invoice Amount].

To avoid interruption of your [Product Name] services, please settle the due amount immediately.

Below are the invoice details and attached in this email is the PDF invoice.

Invoice Number: INV000010

Billing Period: 1st Oct 2023 - 31st Oct 2023

Billing Cycle: Monthly

Invoiced Amount: KES 120,000.00

Due Date: 31st Oct 2023

Please make a wire transfer payment to the following bank account:

Bank Name: PRIME BANK

Bank Country: KENYA

Bank Code: 010

SWIFT Code:

Account Name: SOLUTECH LIMITED

Account Number:

Account Currency:

Bank Branch: PARKLANDS

Lipa na Mpesa Paybill Number: (Displayed in currency is KES only)

Account Number is the Bank Account Number (Displayed in currency is KES only)

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

Best regards,

Solutech Finance Team

Suspended Notice Email Template

Subject: Your [Product Name] Account Is Temporarily Suspended

Dear [User Name], (Should be the name of the billing users)

Your [Client Name] subscription for [Product Name] has been temporarily suspended due to an unpaid balance of [Invoice Amount].

Please make a payment immediately to reactivate your account and continue enjoying your [Product Name] services.

Below are the invoice details and attached in this email is the PDF invoice.

Invoice Number: INV000010

Billing Period: 1st Oct 2023 - 31st Oct 2023

Billing Cycle: Monthly

Invoiced Amount: KES 120,000.00

Due Date: 31st Oct 2023

Please make a wire transfer payment to the following bank account:

Bank Name: PRIME BANK

Bank Country: KENYA

Bank Code: 010

SWIFT Code:

Account Name: SOLUTECH LIMITED

Account Number:

Account Currency:

Bank Branch: PARKLANDS

Lipa na Mpesa Paybill Number: (Displayed in currency is KES only)

Account Number is the Bank Account Number (Displayed in currency is KES only)

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

Best regards,

Solutech Finance Team

Receipt Email Template

Subject: [Product Name] Payment Receipt

Dear [User Name], (Should be the name of the billing users)

Payment of [Amount Paid] for Invoice Number [Invoice Number] has been confirmed successfully.

Attached in this email is the PDF receipt for your records.

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

Best regards,

Solutech Finance Team

P.S. Stay updated via [Social Media Links] for [Product Name] news and insights.

Subscription Upgrade Email Template

Subject: [Product Name] Licenses Upgrade

Dear [User Name], (Should be the name of the billing users)

Your [Client Name] [Product Name] [Subscription Type] subscription licenses have been successfully upgraded as detailed below:

License Details:

Previous: 12 All Users Licenses @ KES 4,000.00 Per User Per Month Upgraded: 5 All Users Licenses @ KES 4,000.00 Per User Per Month

Total: 17 All Users Licenses @ KES 4,000.00 Per User Per Month

Your next estimated billing at the end of the month will be [Estimated Billing Amount]

Best regards,

Solutech Finance Team

Subscription Downgrade Email Template

Subject: [Product Name] Licenses Downgrade

Dear [User Name], (Should be the name of the billing users)

Your [Product Name] [Subscription Type] subscription licenses have been successfully downgraded as detailed below:

License Details:

Previous: 12 All Users Licenses @ KES 4,000.00 Per User Per Month Downgraded: 5 All Users Licenses @ KES 4,000.00 Per User Per Month

Total: 7 All Users Licenses @ KES 4,000.00 Per User Per Month

Your next estimated billing in your next [Billing Cycle] billing cycle will be [Estimated Billing Amount]

Best regards,

Finance Team

P.S. Stay updated via [Social Media Links] for [Product Name] news and insights.

Customer Statement Email Template

Subject: Solutech Customer Statement - Customer Name - Start Date to End Date

Dear [User Name], (Should be the name of the billing users)

Below is Customer Name customer statement for the period 1st September 2023 to 30th October 2023 Start Date to End Date:

To view and download your complete statement, please click on the following link: [Customer Statement Link].

For assistance reach us at [Finance Email and Phone Number]. Thank you for your business.

Best regards, Solutech Finance Team P.S. Stay updated via [Social Media Links] for [Product Name] news and insights.

Credit Note Email Template

Subject: [Product Name] Credit Note for Invoice # Invoice No.

Dear [User Name], (Should be the name of the billing users)

Your [Client Name] invoice for [Product Name] has been generated. Below are the credit note details and attached in this email is the PDF document.

Credit Note Number: CN000004

Invoice Number: INV000010

Invoice Amount: KES 350,000.00

Credit Note Amount: KES 120,000.00

For assistance reach us at [Finance Email and Phone Number].

Thank you for your business.

Best regards,

Solutech Finance Team

P.S. Stay updated via [Social Media Links] for [Product Name] news and insights.

ROLL OUT PLAN

The development of this feature is approximated to take 1 month and 3 weeks of QA Testing and re-fixing bugs if at all any. Once a green light is given by the QA team, the Marketing and Finance teams will need to roll out the implementation as follows:

• Marketing Team will need to communicate with all finance admins for the various Solutech Products detailing the following key information:
• Changes in how Solutech will be handling licensing going forward.
• Cease of sending estimates.
• Cut off date of when the new billing implementation will begin.
• Finance Admins to confirm their Solutech licenses with Solutech Finance Team at least a week prior to the cut off date.
• Invoices will be shared on the first day of the month.
• Invoice credit terms will be 30 days, upon which non payment will lead to automated system shut down.
• If no payment is received, reminders will be sent on the following frequency:

1. Payment Reminder - 10th, 15th, 20th date of the month.
2. Account Suspension Warning - 25th date of the month.
3. Your Solutech Account has been suspended - On the last date of that month (per the credit terms)

• Finance Team will need to consolidate the Licenses for all the clients before the cut off period which the COO will advise upon getting green light from QA.

TIMELINE

Below is the set timeline for the development and implementation of this project.

Improvements

1. User Experience on Suspension

The below screen makes users think that there is an issue with the system, and users might not know what is the issue and who is responsible for it.

![][image1]

Therefore:

1. We should not log out the users. Therefore, we need to change the logic of checking license during login and create a middleware which, when a user tries to do anything on the app, the license check is done and the appropriate message displayed to the user, and logout is not actioned.

2. We need to a screen similar to the Fake GPS one with a clear message Your account license has been suspended, please contact your Finance Team. Then we can have a call button below the message with the company Admin Number. E.g. Call Jane Doe Call John Doe Call Jane John And a refresh button

3. Once the billing issue is resolved they just need to refresh and resume operations. If they retry to refresh and the billing issue is not resolved, there should be a response that the account is still suspended. We can add a small caption that the user needs to tap on the refresh button once the billing issue is resolved.

4. License Expiry Email Notifications

We need to add the following functionalities:

1. When a customer downgrades, we will notify the users affected by the downgrade of their license expiry due to the downgrade.
2. When a user is allocated to a license with an expiry, we will notify them of the expiry period of the license.
3. For the two above scenarios, we will notify the user a day before that their license will expire the next day.
4. For the above two scenarios, we will notify the user on the d-day once their license has been deactivated because of the expiry.

This will enable a user to have full knowledge of their license status.

Create a table on SAT user_license_notification_logs

3. Combining Upgrade Invoices

We need to add functionality to enable Finance Team to group upgrade invoices for a client, which will combine all upgrade invoices into the billing cycle licenses invoices as one invoice.

Therefore, when the monthly, quarterly etc invoices are being sent, all upgrade invoices done in the previous billing cycle, need to be added into the license invoice with the correct narrations.

This will make it easier for clients to reconcile their invoices easily especially the clients who do many upgrades within the billing cycle.

Admin Portal

Clients Table

In Admin, in clients table, add a field, combine_upgrade_invoices which should accept 1 and 0. By default this should be 0. 1 means Yes, 0 means No.

clients table:

Combined Invoices Table

In Admin, create a new table called combined_invoices with the following fields.

combined_invoices table:

Modify client creation UI on the frontend to add a field for Combine Upgrade Invoices. The choices should be a checkbox, with values of 1 if checked and 0 if unchecked, and default as 0.

1. Modify the client Model to add the new field.

2. Modify the API for saving a client to accept the new field.

3. Modify the API for retrieving client info to add the new field.

4. On the frontend UI for displaying a client, display the new field data accordingly.

5. Develop a new scheduler which runs at the end , which does the following:

6. Loop through all clients who have combine_upgrade_invoices column checked and have unpaid or pending upgrade invoices.

7. The scheduler should fetch the invoice details together with the invoice items.

8. The scheduler should generate a new combined invoice document based on the upgrade invoices that are unpaid or pending and save it to spaces and the link in the documents model.

9. Create a new combined invoice record with a doc_id as the reference to the newly created document and client_viewable as true. For all the other existing combined invoices for the client set them to client_viewable false

10. If all the upgrade invoices are paid the scheduler shouldnt generate a new document. It should just set the existing document to client_viewable false

Create an api to be called by SAT which accepts the clientcode and returns the latest combined invoice document which is client viewable for that client. If not combined invoice exists, return the error message to the client that no combined invoice exists

Create a module called Can Request Combined Upgrade Invoice

SAT

Users assigned the module ‘Can Request Combined Upgrade Invoice’ should be able to see the request Invoices button on the invoices page. Once the button is clicked, an API call is made to the admin portal to get the document and display it to the user if it exists

4. Customer Statements in Invoice Email

We need to add a functionality where by default, customers get the customer statement on email when the billing cycle invoice email is sent as well.

By default, the period can be from the start of the year, or the last one year (decision needs to be made on this)

This will enable customers to be aware of what they owe us and reduce the back and forth with our Finance Team.

5. VAT Report (Invoices and Credit Notes)

Finance require these two key reports every month to file to KRA.

Currently we generate them manually which is quite some work we can automate to prevent the need of Finance Team having to ask for it from the engineering team.

We need to create two separate reports with filterable options for dates to pull credit notes and invoices reports with the following columns:

Credit Notes

Invoices

6. Client Subscriptions Listing

The current listing of subscriptions is limited to a few records.

A pagination needs to be added, with the active subscriptions displayed first.

7. Suspension Based on Setup Invoice

The system should be notified to ensure clients are also suspended due to the final setup invoice being overdue. This change was brought about because of customers not paying for the setup cost balance but continuing to pay the monthly license costs. Hence, if a customer has not paid the final setup cost, they should get reminders and suspension notifications, and suspension once the invoice is overdue.

TODO

Handle credit notes on SAT i.e if a credit note is issued on a license invoice the license keys associated with it should be deactivated

Proforma Invoices and Invoices Separation

Proforma Invoices Separation

On Admin Portal, the Proforma Invoices should be listed separately from the invoices.

On SAT Portals for clients, the Proforma Invoices should be listed separately from the invoices so that there is better clarity to clients as well.