ZOEY - Billing tab, contacts and reconciliation
The ZOEY Billing tab
Customers ask about their bills, and account managers need to know what a customer spends before a renewal. The ZOEY Billing tab answers both on the customer record, without signing in to ZOEY or asking finance.
If your company bills through ZOEY, each customer has the tab. It reads from ZOEY when you open it and shows:
The customer's ZOEY account, how many of its services are in billing, and the monthly recurring amount The Layer has in billing for it (net).
Invoiced against contracted: for each of the last 12 months, what ZOEY invoiced (net), the contracted monthly amount and the difference. A month above contracted is shown in red.
Invoices: every ZOEY invoice for the account, with its date, month, cost centre, net, VAT, total and due date, and a PDF link that downloads the invoice from ZOEY.
Invoiced amounts include call charges and one-off charges, so a month above contracted is a prompt to look closer, not proof of overspend. It is a useful check before a renewal.
The tab is hidden for users who cannot see the customer's Finance tab. If the customer has no ZOEY account yet, the tab says so: press Sync to ZOEY on the customer first.
To save ZOEY's hourly calls, the tab reads from ZOEY at most once every 5 minutes for each customer. Click refresh on the tab to read it again straight away.
Billing contacts
When ZOEY holds the right billing contacts, finance can reach the right person about an invoice without looking them up in The Layer. Sending them from The Layer keeps them in step with the contacts your teams maintain.
Press Sync contacts to ZOEY on the customer to send its billing contacts to ZOEY.
A billing contact is a contact of the customer whose contact type is marked as a billing type, or has billing in its name.
Each contact goes on the ZOEY cost centre of the site it is on in The Layer. A contact that is not on a site goes on the account's primary cost centre.
There can be any number of contacts on an account, and on each cost centre.
Pressing the button again updates the contacts already sent: name, job title, phone numbers, email and cost centre.
A contact is not sent, and the result says why, when:
It has no email address. Add one and press the button again.
Its site has no ZOEY cost centre yet. Press Sync cost centres to ZOEY first.
The customer has no ZOEY account yet. Press Sync to ZOEY first.
ZOEY contact field | Taken from the contact |
Name | First and last name, with commas sent as spaces |
Position | Job title |
Landline | Work phone, or phone if there is no work phone |
Mobile | Mobile |
Email (required) | |
Cost centre | The contact's site, or the customer's default site |
ZOEY sends invoices to the account's billing email, which is the customer's email in The Layer. Contacts sent from The Layer are held on the account alongside it. Nothing is deleted in ZOEY: remove a contact you no longer need in ZOEY.
Reconciliation
Releases and ceases keep The Layer and ZOEY in step line by line, but services can still drift apart: a line set up in ZOEY by hand, a cease that was never disconnected, a service removed in ZOEY. The reconciliation finds these across the whole estate in one run, so you can show that what The Layer bills is what ZOEY bills.
It compares every service the ZOEY billing route bills in The Layer with the services ZOEY holds, and lists the ones that do not agree. To open it:
In the Billing Exports app, choose the ZOEY route and click Reconciliation.
Or in Settings, Billing Platforms, open the ZOEY platform and click Open the ZOEY reconciliation.
You need the Billing Exports role.
What it lists | What to do |
Ceased in The Layer, still active in ZOEY | ZOEY may still be billing it. Process the cease in the Change Queue, or disconnect the service in ZOEY. |
Billing in The Layer, missing from ZOEY | Release the line, or check whether the service was removed in ZOEY. |
Billing in The Layer, ended in ZOEY | Check whether the asset should be ceased in The Layer. |
Active in ZOEY, not billed by The Layer | The service is on one of your linked ZOEY accounts, but no asset in The Layer bills it. Add it in The Layer, or close it in ZOEY. |
A service in The Layer matches a ZOEY service by the service code saved when the line was released, or by the asset's ID from The Layer, which ZOEY holds in additional field 1. Placeholder services that carry a product's charges are left out. Prices are not compared: they are checked when lines are released.
A service set up in ZOEY by hand, outside a release, has no saved service code. Unless its additional field 1 holds the asset's ID, it shows twice: as Billing in The Layer, missing from ZOEY and as Active in ZOEY, not billed by The Layer. Enter the asset's ID in the service's additional field 1 in ZOEY to match them.
Click Download CSV for the full list, or Run again to read ZOEY afresh.
The reconciliation reads ZOEY's services 500 at a time, so even a large estate takes only a few of ZOEY's hourly calls. A result is kept for 15 minutes. If ZOEY stops part way, for example at the hourly limit, the page says the result is incomplete.
If you don't see the Sync contacts button
The button comes with the ZOEY package. If ZOEY was installed before it was added, press Install for ZOEY again on the Marketplace page.