Billing Accounts
The Billing accounts area gives Economy administrators access to every customer billing account on the platform. You use this area to review account balances, inspect the transaction ledger, and control whether an account may go into negative balance.
Accessing Billing Accounts
- Sign in with an Economy administrator account.
- In the left sidebar, open the BILLING section.
- Click Billing accounts.
Billing account types
Every customer organization has at least one billing account. There are two types:
| Type | How it is created | Who owns it |
|---|---|---|
| Private | Created automatically when a customer account is created | The customer organization |
| Shared (shareable) | Created by a Customer administrator when shared billing is enabled | The customer that created it; other linked customers may use it |
Private accounts
When a new customer account is created, the platform automatically creates a private billing account titled My account - {organization name}. This account is linked to the customer record and is used by default when the customer submits applications.
Private accounts are created with negative balance allowed enabled.
Shared (shareable) accounts
Shared billing accounts let multiple customer organizations draw from the same balance. They are not created by Economy administrators directly. Instead:
- A System administrator or Economy administrator enables Allow shared billing accounts on the customer (see Customers).
- Staff link the customer to other customers through Manage shared accounts on the customer details page.
- The Customer administrator creates the shareable account and selects which linked organizations may use it.
For the customer-side creation flow, see the Customer admin — Shareable accounts documentation.
Billing accounts list
The list shows all billing accounts across all customers.
Filters
Click SHOW FILTERS to expand advanced filtering:
| Filter | Description |
|---|---|
| Customer | Multiselect — filter by one or more customer organizations |
| Type | Private or Shared |
| Total balance | Range slider — filter by account total balance (SEK) |
Table columns
| Column | Description |
|---|---|
| Customer | Organization that owns the account. Sortable |
| Title | Account name (for example, My account - Acme AB or a custom shareable title). Sortable |
| Type | Private or Shared. Sortable |
| Negative balance allowed | Whether the account may spend below zero |
| Total balance | Sum of all non-reserved transactions (SEK). Sortable |
| Reserved amount | Sum of reserved transactions (shown as a negative value). Sortable |
| Available amount | Funds available for new applications: total balance plus reserved amount, never below zero. Sortable |
| Created at | Date and time the account was created. Sortable (default: descending) |
| Actions | Row menu |
Pagination shows Showing X–Y of Z results (20 accounts per page by default).
Row actions
| Action | Description |
|---|---|
| View | Opens the account transaction ledger |
| Allow negative balance / Disallow negative balance | Toggles the Negative balance allowed setting (see below) |
Negative balance allowed
Each billing account has a Negative balance allowed setting, shown as Yes or No in the list.
When Yes, the customer can submit applications even when the account’s Available amount is less than the estimated application cost. The account can be overdrawn — reserved and withdrawal transactions are still created as applications are submitted and processed.
When No, application submission is blocked with an insufficient balance error if Available amount is below the cost. This applies to on-request services and scheduled course applications.
Private and shareable accounts are created with Negative balance allowed set to Yes by default.
Changing the setting
- Open the row actions menu (⋮) on the billing account.
- Click Allow negative balance or Disallow negative balance.
- In the confirmation dialog, type Allow or Disallow to confirm.
Only System administrators and Economy administrators can change this setting.
View billing account transactions
Open View from the row actions menu to see the full transaction history for an account.
Balance summary
At the top of the page, a summary card shows:
- Total balance — net balance from all transactions except reserved entries
- Reserved amount — funds held for pending course applications
- Available amount — balance available for new spending
Transaction table columns
| Column | Description |
|---|---|
| # Transaction ID | Unique identifier (format T-DDMMY-NNN). Sortable |
| Transaction type | One of: Deposit, Withdrawal, Reserved, Credit, or Invoiced amount. A comment icon appears when a note is attached |
| Customer | Customer organization linked to the transaction. Sortable |
| Amount | Transaction value in SEK. Deposits, credits, and invoiced amounts appear in green; withdrawals in red; reserved in orange |
| Related with | Invoice document ID (invoiced amounts), or related transaction ID (credits) |
| Released at | Date and time the transaction took effect. Sortable (default: descending) |
| Application ID | Linked application, when applicable |
| Actions | Row menu |
Row actions
| Action | When available | Description |
|---|---|---|
| Add credit | Withdrawal with remaining creditable amount | Creates a Credit transaction against the withdrawal. Enter the amount and an optional note |
Transactions
A transaction is a single ledger entry on a billing account. Transactions record money flowing into or out of an account and are created automatically by the platform or manually by staff.
Balance effects
| Balance field | What affects it |
|---|---|
| Total balance | Deposits, withdrawals, credits, and invoiced amounts |
| Reserved amount | Reserved transactions only |
| Available amount | Total balance plus reserved amount (reserved reduces available funds without changing total balance until converted) |
Transaction types
| Type | Amount sign | When created | Effect on balance |
|---|---|---|---|
| Withdrawal | Negative | A past on-request calendar event is charged; a scheduled course application is approved; an ongoing course application is accepted; or a reserved transaction is converted | Decreases total balance |
| Reserved | Negative | A scheduled course application is submitted; an ongoing course application enters New, Processing, or Waiting list status | Reduces available amount only — does not change total balance until converted or removed |
| Credit | Positive | Staff manually credits a withdrawal; or a cancelled past on-request event is fully credited | Increases total balance |
| Invoiced amount | Positive | An invoice document is finalized (status changed to Invoiced) | Increases total balance |
How each transaction type is created
Withdrawal
Withdrawals charge the account for delivered services:
- On-request services — created automatically when a calendar event has ended and is billable. Billing is per event, not per application.
- Scheduled course applications — when a reserved transaction is converted upon application approval.
- Ongoing course applications — when the application is accepted (reserved converts to withdrawal).
Reserved
Reserved transactions hold funds while an application is pending:
- Scheduled course applications — created when the application is submitted.
- Ongoing course applications — created while the application is in New, Processing, or Waiting list status.
When the application is approved, the reserved entry becomes a withdrawal. When cancelled or rejected, the reserved entry is removed.
Credit
Credits return funds to the account:
- Manual — use Add credit on a withdrawal transaction in the account ledger. The credit amount cannot exceed the withdrawal’s remaining creditable amount.
- Automatic — when a past on-request calendar event is cancelled and marked as not billable, the platform credits the linked withdrawal in full.
Creating a manual credit notifies the customer’s Customer administrator.
Invoiced amount
Invoiced amount transactions are created when billing is finalized through an invoice document:
- Staff assembles an invoice document from withdrawal and credit transactions.
- When the document status is set to Invoiced, an invoiced amount transaction is created for the document total.
Related documentation
- Customers — customer billing information and shared account prerequisites
- Invoice documents — assembling and finalizing invoice documents