One of the account setup steps is to build up the billing structure in accordance with your contract. You can have one or several billing entities, and it is essential to populate the correct information about your legal entity, bank details and recipient contact details. The recipient is the person responsible for finance in your company and will control the payment process with Gelato. This person will receive all invoices on a monthly basis. For each billing entity, you also can create Cost Centers and Project Codes.
1. Adding a Billing Entity
Regardless of Payment Method, it is mandatory to link at least one billing entity to your account. You can add billing information for the first order during the checkout process or you can pre-load billing entities onto your account. To add a new billing entity, select Billing from the menu on left side of the page, then click on Billing Entities and then click on Add new.
When users start an order, they will be able to select a pre-saved billing entity from a list. The visibility over billing entities is defined at group level. This helps admins control expenses and ensure that the correct billing information is used. For billing entities used for invoicing, please ensure that correct information required by your finance organization is included to avoid delays in order processing. For billing entities used for credit card orders, it is important that the information matches the billing information on record with the credit card company to avoid delays with order processing.
Note: Each new billing entity added in the system needs to be connected to a Group, otherwise users will not see it in the checkout flow.
- Go to Team > Groups
- Find the group(s) for which this billing entity is relevant
- Search for it in the billing address field, add and save the group
- The users from that group will be able to select the billing entity during checkout
2. Changing a Billing Entity
Select Billing from the menu on left side of the page, then click on Billing Entities and click on Edit next to any billing entity to change the details.
Note: You will need to have the permission 'Manage billing entities' enabled in order to edit billing entities
3. Billing Entities and Invoices
If your account is set to pay on invoice, the invoice will be emailed to the email address included in the billing entity (unless we have agreed an alternative invoicing process with your account owner). Please ensure that your billing entity information includes the full legal name of the paying business entity (e.g. Gelato AS, Gelato Inc.) and the contact details of the associated finance department to ensure the invoice is processed smoothly.
- For China billing offices, because of local government rules, it is mandatory to add bank details
- For Brazil billing office entity, the Federal tax ID or a State tax ID is a mandatory field of information to be provided