MC Billing Doc

The Opt Team Billing Doc is how Sebo keeps track of invoicing, clients, and how much revenue comes in throughout the month. It is the responsibility of the MC to make sure their clients, invoice amounts, sent dates, and other information is listed correctly within the billing doc. Please keep your section of the billing doc up to date throughout the month. Here are some of the important columns that you’ll need to update and keep track of each month:

Package Type
Ongoing – Duplicated by Rachel, Adjusted by MC Ongoing Repeating client, who pays us monthly. Duplicated every month from the previous month. Amount rarely changes.
Extra – MC Manages, These are extra one off payments that will not be recurring. NOT duplicated to the next month. ONE LINE ITEM PER INVOICE
Future – Rachel Edits, When a client’s billing system is longer than 30 days. We send an invoice not expecting any money from that invoice that month. Needs to be in place for reports and invoice tracking. Always 2 open invoices for these clients
Late – Edited by Rachel, When client doesn’t pay us by the 7th of the following month. Moved to new month, marked late and turned red

We use the Package Type column to keep track of the general amount each of your clients spends with us. A Basic client spends $600 or less, a Starter client spends $600-$1,400, a Standard client spends $1,401-$2,000, an Advanced client spends $2,001-$2,999, and an Elite client spends $3,000 or more. Make sure this column accurately states the client type so we can track if you are up-selling, maintaining, or losing any one kind of client.

Sales Rep

Please list the source of the client lead.

Service Description

This column should match the invoice and the information in the “What We Pay For” page in the monthly report. List the services we provided for the client in the previous month.

$$

This column should state the amount the client needs to be billed that month. It is your responsibility to ensure that each of these amounts are correct for all of your clients so we invoice them accurately. If you don’t think that this revenue will come in by the end of the month, please put $0.00 in this column, and list the amount in the Description column after the description. This will give us a more accurate view of how much revenue to expect that month.

Doc Type

Please list if we send the client an invoice or sales receipt

Payment Type

Please record how the client typically pays Sebo: Credit Card or Check

Invoice/Receipt Sent and Date Sent

For clients that you’ve set up a recurring invoice or sales receipt, this column will always say Recurring, and you won’t need to worry about sending their invoice at the beginning of the month because these go out automatically. If the invoice is not recurring, you’ll need to record a Yes when the invoice has been sent, or a No if the invoice hasn’t been sent. In the next column, you’ll need to record the date that the invoice was sent. For recurring invoices, the date is usually the first of the month.

Paid

List Yes or No if the client has paid the invoice or not.

Monthly Report Sent and Who Does the Report

At the beginning of each month, please assign your monthly reports to yourself, marketing assistants, and interns by listing their name in this column. When the data has been gathered, put an x in the Monthly Report Sent column, an e when the email has been drafted, and the date of when the email and monthly report were sent. Each of these tasks should be completed within the first week of the month. Kaitlan will let you know those deadlines each month. It is your responsibility to make sure your assignees know which monthly reports they need to complete and how to correctly fill out the billing doc when they have done their part.