Why this system exists
The billing register used to be a spreadsheet. This replaces it: same job, fewer ways to get it wrong.
Every month, WR360 buys services from suppliers (connectivity, Microsoft licences, security tools, hosting) and sells them on to customers, usually with a markup. This system is the record of that: who's being billed for what, what WR360 pays for it, what the customer pays, and the profit in between.
The one habit worth carrying from the old spreadsheet into this one: every month keeps its own numbers. July's price for a customer is recorded separately from August's, even if nothing changed. That's deliberate: it means that six months from now, anyone can see exactly what was charged in any given month, without guessing whether a number was quietly edited afterwards. It's also what makes rolling over to a new month and locking a finished one possible.
Why it matters to you
Whatever's captured here is what determines the customer's invoice and whether WR360 is making the margin it should on that line. Accuracy here isn't paperwork; it's the actual number a customer gets billed.
Who can do what
| Role | Can do |
|---|---|
| Viewer | Look up a customer, product, start/expiry date, quantity, and whether a line is rolling over next month. No pricing, no editing. This is the default for anyone not explicitly given more, deliberately, so a new login never accidentally sees financial data. |
| Admin | Everything clerical: add and edit customers, products, suppliers, billing lines; roll over a month; mark a month complete. This is the role this guide is written for. |
| Super Admin | Everything an Admin can, plus manage who has access, rename a category or remove reason, unlock a month that's already been marked complete, and restore a billing line that was marked for removal. |
The three building blocks
Before you can bill anyone for anything, three things need to already exist. This is the order they depend on each other in.
A supplier is who WR360 buys from. A product is the specific thing bought from them (Microsoft 365, a fibre line, an ESET licence), created once and then reused for every customer who buys it. A customer is who WR360 bills. Only once all three exist can you connect them with a billing line, which is where the actual money is tracked.
Most days you won't touch this section at all: a product or supplier only needs to be created once, the first time it's needed, and every customer after that just reuses it. You'll use this far less often than adding a line or editing one.
Add a supplier
Why
Every product is linked to the supplier it's bought from, so WR360 can track what's owed to whom and reconcile supplier invoices against what's actually being resold. A product can't exist without one.
- Open the Suppliers tab.
- Click + New Supplier.
- Type the supplier's name and click Create.
If a supplier relationship ends
Open it and set its status to Inactive rather than trying to delete it. The products already linked to it, and every month's history, stay exactly as they were. It just stops showing up as an option for new products.
Add a product
Why
A product represents one specific thing you sell: “Microsoft 365 Business Standard”, not “software.” You create it once; from then on, adding that same product to a new customer's billing is a two-click selection instead of retyping it.
- Open the Products tab.
- Click + New Product.
- Enter a Name that clearly identifies what it is.
- Pick a Category if one fits (Connectivity, Security, Voice, and so on); this only affects reporting later, so leave it blank if you're unsure rather than guessing.
- Pick the Supplier it's bought from.
- Click Create.
Category rename
Any admin can add a new category or mark one inactive. Only a super admin can rename an existing one: categories are used for reporting across every customer, so a typo fix is deliberately gate-kept to avoid an accidental rename changing what a report means.
Add a customer
Why
Beyond just existing so they can be billed, the customer record carries how they pay and their terms, useful to accounts without having to ask around.
- Open the Customers tab.
- Click + New Customer.
- Enter the customer's Name.
- Fill in Payment Method and Payment Terms if known (EFT, debit order, 30 days on invoice, and so on).
- Add anything worth flagging in Notes.
- Click Create.
Add a new billing line
This is the moment a customer actually starts being charged for something, month after month.
Why
A billing line is the standing relationship: “this customer pays for this product, every month, collected on this day.” Creating one does two things at once: it sets up that ongoing relationship, and it records this month's actual price, cost and quantity as the starting point. Every month after this one is carried forward by rolling over, not retyped.
- Open the Billing tab and confirm the Period selector at the top shows the correct month: by default a new line is added into whichever month is currently selected.
- Click + New Line.
- Pick the Customer and Product (both must already exist; see the three building blocks).
- Fill in the collection details: Collection Day, Billing Period Type, Recurring Type (monthly or annual), and the Subscription Start date.
- Enter the Qty and Unit Cost (this month): what WR360 actually pays.
- Set the sell price (see below: this is where the calculator saves you the maths).
- Click Create.
Setting the price without a calculator
You don't have to work out the sell price by hand. Next to Unit Price (excl) are two more fields: Set price by Markup % and Set price by Margin %. Type a cost and a target into either one, and the price fills itself in. If you're not sure which of markup or margin you mean: markup is a percentage of what it cost you (cost 100, 10% markup → sell 110); margin is a percentage of what you sell it for (cost 100, 10% margin → sell ≈111.11). They sound similar and give different answers. If in doubt, markup is usually the easier one to reason about.
Adding a licence that shouldn't bill until next month
Tick Starts billing next month before you click Create if the customer has agreed to a new licence now but it shouldn't be charged until next month. This month's snapshot is created as a zero-value placeholder (so the pending line is still visible in this month's list), and the Qty, Unit Price and Unit Cost you entered are staged instead; they become the real, active figures automatically on the next rollover, with nothing further to do.
Adding units to an existing licence mid-month
Don't edit the existing line directly. Add the extra units as a separate temporary line, then fold it back in once it's been billed:
- Once the order's confirmed with the customer, click + New Line and create a line for just the extra units (e.g. the customer already has 6x and adds 1x mid-month: create a new line for that 1x), filling in customer, product and cost as normal.
- Work out the pro-rated amount for the partial month and type it straight into that new line's Sell Total Excl: it's editable, not calculated for you, since there's no "before" quantity to blend against on a brand-new line.
- Once this month's invoice is out and confirmed, open the temporary line and click Remove billing line…, picking Merged as the reason. This doesn't touch this month's own numbers, it just stops the line rolling forward and double-billing next month.
- On the original line, stage Qty (next month) to the new combined total (6 + 1 = 7 in this example), at the normal full-month rate. This has zero effect on this month; it becomes the real, active quantity automatically on the next rollover.
The two lines never need to be literally merged in the data. This month's history keeps showing them as two separate lines (6x and a pro-rated 1x), and from next month on there's just the one line at 7x, same as if it had always been billed that way.
Edit a line
The day-to-day work: a price changed, a cost changed, an invoice number needs capturing.
Why
Editing a line only ever changes this month's numbers for that customer and product; it never rewrites a previous month. That's what keeps history trustworthy: reopen last month and it still shows exactly what was billed then, even after you've made changes this month.
- On the Billing tab, click anywhere on the row for the line you want to change. It expands into an edit panel below itself.
- Change whatever needs changing: quantity, price, cost, discount, notes, the invoice number once you have it.
- Click Save.
If a supplier's cost goes up
Change Unit Cost (this month) and, if you'd set a target markup or margin when this line was created, the sell price adjusts itself to hold that same margin, so you're not left to notice and fix it separately. If you'd rather flag a price increase ahead of time instead of waiting for it to land, use Unit Cost (next month) (see rolling over).
A quantity or price change that should only apply next month
Sometimes a customer agrees to a change now (an upgrade, a downgrade) but it shouldn't touch this month's bill at all. Leave Qty and Unit Price (excl) exactly as they are and fill in Qty (next month) and/or Unit Price (next month) instead. This month's numbers stay untouched; the new figures become the real, active ones automatically on the next rollover, the same way Unit Cost (next month) already works for supplier costs.
A quantity or price change that should be pro-rated this month
If the change should bill partially this month instead, say the customer added or dropped seats partway through the month, type the new (full) Qty and Unit Price (excl) straight into the normal fields, then use the Pro-rata calculator underneath: pick the date the change takes effect and click Calculate pro-rata. It works out a day-weighted blend of the old and new figures, overwrites Sell Total Excl/Sell Total Incl with that blended amount, and writes a note explaining the calculation into Snapshot Notes (you can edit or add to it). Because Qty/Unit Price already show the new full rate, next month's rollover bills the full amount automatically; there's nothing further to stage.
The blue highlight on a row
After a rollover, a line where the cost, quantity or price changed from the month before is highlighted light blue with a note in its edit panel, one per field that changed. It isn't an error; it's a nudge to glance at whether everything downstream (like the sell price relative to cost) still makes sense before you move on.
“Remove billing line…”
Use this when a service is ending: the customer cancelled, downgraded, replaced it with something else, it's simply expiring, or it's a temporary line being merged back into another (see the mid-month change workflows). It stops the line from being billed or rolled forward from that point on. It does not delete any past month's numbers. You'll be asked to pick a Reason (required) and can optionally add a free-text note; the reason is what drives the Rolls Over? column and its filter on the Billing tab (see Good to know), so picking the right one matters.
Undoing a removal
A line marked for removal shows a red banner in its edit panel. A super admin can open it and click Restore billing line… to reverse it: the line goes back to Active, the removal reason is cleared, and it rolls forward again on the next rollover. You'll be asked for a reason first; this is deliberately restricted the same way unlocking a period is, since undoing a removal should be the exception, not something reached for casually.
Roll over to a new month
One click instead of retyping every active line by hand.
Why
This replaces the manual copy-paste that used to happen in the spreadsheet at the start of every month. Rolling over copies every active billing line forward into the new month with its existing price and quantity, so nobody has to recreate 600-odd rows from scratch, and so nobody introduces a typo doing it.
- Open the Billing tab and select the month you're rolling from (usually the one that just ended).
- Click Rollover →.
- Confirm the month you're rolling into.
Do this once, at the start of the month
Roll the new month over before anyone starts editing it. Lines that already have a snapshot in the target month are skipped automatically, so running it twice by accident won't duplicate anything, but it's still meant to be a once-a-month step, not something to lean on repeatedly.
Pre-flagging a price increase
If a supplier tells you a cost is going up next month, don't wait for the rollover to arrive before doing anything: open the line now and enter the new figure into Unit Cost (next month). The current month is untouched. On the next rollover, that figure automatically becomes the new this month cost, and the line gets the blue “cost changed” highlight described under editing a line as a prompt to check the sell price.
Quantity and price work the same way
Qty (next month) and Unit Price (next month) (see editing a line) are promoted at rollover exactly like Unit Cost (next month) is: whatever's staged becomes the new active figure, and Sell Total Excl/Sell Total Incl are recalculated fresh from it, so a pro-rated total from a mid-month change never carries into the following month, and a deferred quantity or price change actually takes effect.
Mark a period complete
Once a month's invoices are out, freeze it.
Why
Once invoices for a month have gone out and the numbers are confirmed correct, there's no good reason for anyone, including by accident, to still be able to change them. Marking a period complete locks every line in it, so historical reporting stays trustworthy months or years later.
Locking a period
- Select the finished month in the Period selector.
- Click Mark Complete and confirm.
A locked period shows a 🔒 badge next to the period selector, and every row's edit panel becomes read-only. Nobody can add, edit or remove a line in that month until it's unlocked.
Undoing it
Why this one's restricted
Unlocking a month that's already been finalized should be the exception, not the routine, so it's deliberately limited to a super admin, and you'll be asked to type a reason before it's allowed. That reason is kept on record.
- Select the locked month.
- Click Unlock.
- Type the reason you're unlocking it, then confirm.
Good to know
Not everyday tasks, but useful once you know they're there.
Sending a customer their service list
The Export button on the Billing tab gives you a spreadsheet of whatever's currently on screen. Choose Customer Safe when the destination is the customer: it leaves out cost, margin and every other figure that's WR360's business, not theirs. Full Details and Expanded include pricing and are for internal use only.
Finding a specific line
Every column on the Billing table has its own search box or filter in the row just below the headings: type a customer name, a supplier, a date range on Expiry, and the table narrows as you type. Combining several filters is common; when you're done, Clear Filters resets all of them in one click rather than clearing each box by hand.
Seeing what won't roll over
A line marked for removal (see editing a line) is highlighted red in the Billing table so it's obvious at a glance, and its Rolls Over? column shows the reason it was marked (Cancelled, Downgrade, Replaced, Expiring, Merged, or whatever's been added). Use the filter under that column heading to narrow the table down to just the lines rolling over as normal, or just the ones ending for a specific reason.
Nothing is ever really deleted
Customers, products, suppliers, categories and remove reasons all work the same way: marking one Inactive removes it from the pick-lists used when creating something new, but every past month's numbers that already reference it are untouched, and it can be switched back to Active at any time. Tick Show inactive on any of those tabs to find one again.
Managing Remove Reasons
The Remove Reasons tab is where the Cancelled / Downgrade / Replaced / Expiring options come from. Any admin can add a new one or mark one inactive; renaming an existing one is super admin only, the same restriction and for the same reason as renaming a category: it's used to filter the Billing table, so a typo fix is deliberately gate-kept to avoid an accidental rename changing what past filtering meant.