Automatic Agent Billing / Automatic Agent Bill Payment - Part 2

Automatic Agent Billing / Automatic Agent Bill Payment - Part 2

OverviewThis feature automates your agent billing workflow. It runs on a schedule using your saved settings — and can also automatically charge agents their bill using their preferred payment method the moment an invoice is generated.

 

What This Feature Does

Automatic Agent Billing replaces the need to manually run agent billing from the Sales > Invoices screen each billing cycle. Once configured, the system:

  • Generates agent bills automatically on the day of the month you choose
  • Applies your preferred billing criteria (recurring items, reimbursables, or both)
  • Optionally charges agents automatically using their saved payment method

 

Part 1: Setting Up Automatic Agent Billing

The setup is located in Settings > Darwin AI Training > Agent Billing. There are two configuration screens.

 

Screen 1 — General Setup

Use this screen to create and name your billing automation configuration.

 

FieldDescriptionType
AI AutomationSelect the AI automation to associate with this billing setup.Dropdown
NameA label for this configuration (e.g., "Monthly Agent Billing").Text
CompanyThe company this billing configuration applies to.Dropdown
Sort OrderControls the display order when multiple configurations exist.Numeric

 

Screen 2 — Billing Details

This screen is where you define who gets billed, what gets billed, and when.

 

Applies To

Use these fields to define which agents are included in this billing run:

 

FieldDescription
CompanySelect the company for this billing run.
OfficeSelect one or more offices to include (multi-select).
Person TypeSelect which type of person to bill (radio button selection).
Billing TypeChoose the billing type. If "Special Billing" is selected, an additional dropdown will appear to specify the special billing type.

 

Settings

Use the toggles and selectors below to control billing behavior:

 

SettingWhat It DoesType
Day of the MonthThe day each month when bills are automatically generated.Selector
Include Recurring Billing ItemsWhen ON, charges recurring billing items to each agent's bill.Toggle
Include Reimbursable ItemsWhen ON, charges reimbursable items to each agent's bill.Toggle
Include Terminated AgentsWhen ON, bills are also generated for terminated agents in addition to active agents.Toggle
Post InvoiceWhen ON, invoices are posted automatically after generation.Toggle
Automatically Pay Agent BillsWhen ON, agents who have authorized autopay will be charged via their preferred payment method as soon as the invoice is generated.Toggle

 

Part 2: Automatic Agent Bill Payment

When the "Automatically Pay Agent Bills" toggle is ON, the system will collect payment from eligible agents immediately after their invoice is generated.

 

How Agent Authorization Works

Automatic bill payment requires each agent to opt in individually. Authorization is managed on the People > Payment Methods screen, which contains:

 

  • An Autopay toggle — when enabled, the agent has authorized automatic payment of their bill.
  • A Payment Plan field — agents can set a maximum dollar amount to be charged automatically per billing cycle. If the total balance due exceeds this amount, only the Payment Plan amount is charged.

 

How Payment Is Processed

For each agent with autopay enabled, the system will:

 

  1. Apply all available credits to the agent's bill first.
  2. Charge the remaining balance (or the Payment Plan amount, whichever is lower) to the agent's preferred payment method.

  3. Repeat this process for every agent with autopay authorized.

     

ExampleAn agent owes $500. They have $75 in credits and a Payment Plan limit of $300. The system applies the $75 credit, then charges $300 to their payment method — leaving a remaining balance of $125.

 

Quick-Start Checklist

Before your first automated billing run, make sure the following steps are complete:

  • Go to Settings > Darwin AI Training > Agent Billing and create a new configuration.
  • Set the Day of the Month and choose which billing items to include.
  • If using autopay, confirm that each participating agent has enabled the Autopay toggle on their People > Payment Methods screen.
  • Optionally, have agents set a Payment Plan limit if they want to cap their automatic charge.
  • Save the configuration. The system will run automatically on the scheduled day.

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