Upcoming Billing

Requires. The company Accounting and Receivables permissions (the same access as the Invoices and Payments pages).

The Upcoming Billing page answers "what is recurring billing about to do?" before it does it. Instead of reconstructing what happened from last night's invoices and payments, you see the forecast: which recurring invoices will generate in the coming window, who will receive them and how, and which charges will run against which billing methods.

The forecast is computed by the same logic the nightly billing runs execute — it is a preview of the real thing, not an approximation of it.

The area is split into three tabs — Will Generate, Rollup Charges, and Individual Charges — each a full list page with its own filter flyout (sort, per-page, and tab-specific filters), pagination, and remembered filter state. Your selected Window (7 / 14 / 30 days — defaults to 7) follows you between tabs. The Rollup Charges tab only appears when parent/child billing is enabled for your company.

Getting here

From any Accounting page, click Upcoming Billing in the sub-nav.
Or navigate directly to https://portal.securitytrax.com/{your-company}/accounting/upcoming-billing.

Needs-attention warnings

If the nightly run would defer any charge — most commonly because a parent customer has no default billing method set — a warning callout appears at the top listing each affected invoice and the reason. These are the things to fix before the run: the nightly task quietly retries deferred invoices every night, so without this list the only symptom is a customer who mysteriously hasn't been charged.

Note. "Parent has no default billing method" is expected for a family you invoice rather than auto-charge — those invoices are delivered to the parent by email or print and paid manually, so no charge is ever meant to run. Read it as "no automatic charge will happen here," and only act on it when the family was supposed to be on autopay.

What this list does not catch. It shows charges the run would defer. A parent whose billing method has no Bill day of month set is not deferred — their charges run — so they never appear here, even though their invoices never consolidate and the family is charged once per due date instead of once per cycle. If a parent is being charged repeatedly, check that field on their default billing method first; it is optional and easily left blank.

Will Generate

One row per recurring invoice whose next instance generates inside the window. Filter by customer name or delivery state; the header shows the window's row count and estimated total (both respect your filters):

Generates On — the date of the nightly run that will create the invoice (invoices generate a configurable number of days before their invoice date, so this is earlier than the invoice date). A schedule that is already due to generate shows tomorrow's date — the next run to pick it up.
Customer — who the invoice belongs to. Sub-customers that bill through a parent show a purple icon and the parent's name.
Amount (est.) — the template total. Sales tax is recalculated at generation, so treat this as an estimate.
Delivery — exactly how the generated invoice will be delivered:
- Parent digest — rolls up to the parent; included in the parent's consolidated nightly invoice email (recipients shown).
- Email — emailed directly to the customer (recipients shown).
- No email — no generation-time email (the per-invoice email option is off, or consolidated parent emails are disabled).
- Needs attention — an email should go out but no recipient could be resolved (e.g. the parent has no email on file).

Will Charge

Two tabs of already-generated invoices coming due inside the window:

Rollup Charges — one block per parent, headed by the window's whole story ("will be charged 2 separate times — $109.97 across this window") and the billing method that will be charged. A "Next invoices generate" line shows when each sub-customer's next cycle lands, even when that falls outside the window. Inside, one row per predicted consolidated payment (the nightly run creates one payment per parent per due date) listing every sub-customer invoice that payment covers. A parent's own invoice appears here too — tagged parent's own — when it comes due the same night and charges the same billing method, since it folds into the consolidated charge. When a charge will be preceded by the automatic pre-charge statement email, the row shows the date the statement goes out. When a parent will be charged more than once in the window, a hint explains why — the sub-customers' recurring invoices bill on different dates — and that aligning them consolidates everything into one charge and one combined invoice email per cycle. Before aligning anything by hand, check the parent's default billing method for a Bill day of month: when it is set, invoices snap to it as they generate and consolidate on their own, so repeated charges usually mean that field is blank rather than that the schedules need changing.
Individual — recurring-generated invoices charged to the customer's own billing method on their due date.

Amounts reflect what is currently outstanding — payments recorded before the due date reduce what actually charges.

What happens on each date

A row on Rollup Charges is one link in a chain. Reading left to right, this is the full sequence the family goes through each cycle, so nothing on the page should be a surprise:

Invoices generate (shown on Will Generate). Each sub-customer's invoice is created, and its due date moves forward to the parent's bill day — this is what lets several sub-customers land on a single charge. (If the parent's billing method has no Bill day of month, there is nothing to move them to, so this step doesn't happen and the family is charged once per due date instead.) The parent gets one combined invoice email listing everything generated that night, with each invoice attached.
The statement goes out, about a week before the bill day. When this is scheduled, the charge row shows the date under Charges On. The parent gets one consolidated statement covering everything that is about to be charged.
The charge runs on the date in the row, for the amount in the row, against the billing method named in the block header — one payment covering every invoice listed under Covers.
The receipt goes out once the charge settles, covering all the invoices that payment paid.
If the charge is declined, the invoices retry automatically each night for several days and appear under Declined charges being retried (below). If the retries run out, they move to Failed charges and the parent is emailed once.

Note. A parent's own invoice joins the same charge when it comes due on the same night against the same billing method. It appears in the Covers list tagged parent's own, so the total always matches the sum of the lines above it.

Declined and failed charges

Two callouts on the Rollup Charges tab track charges that didn't go through:

Declined charges being retried — rolled-up invoices past due but still inside the automatic retry window. Each shows the amount, when it was due, and the last night it will be retried. No action is required unless you want to resolve the decline sooner.
Failed charges — retries exhausted — unpaid invoices past their retry window. SecurityTrax no longer charges these automatically; the parent already received a consolidated payment-failure email. Update the parent's billing method and collect manually.

Heads up. Invoices with no recurring billing method (print/mail customers) appear under Will Generate but not in the charge lists — nothing charges automatically for them.