Billing Accounts
The Billing accounts area gives System 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 a System 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 System administrators directly from the billing accounts list. Instead:
- Enable Allow shared billing accounts on the customer (see Customers).
- 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 Customer admin — Shareable accounts.
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. 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. Sortable |
| Available amount | Funds available for new applications. Sortable |
| Created at | Date and time the account was created. Sortable (default: descending) |
| Actions | Row menu |
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:
- 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 | Deposit, Withdrawal, Reserved, Credit, or Invoiced amount |
| Customer | Customer organization linked to the transaction |
| Amount | Transaction value in SEK |
| Related with | Invoice document ID, or related transaction ID |
| Released at | Date and time the transaction took effect. Sortable (default: descending) |
| Application ID | Linked application, when applicable — clickable for System administrators |
| Actions | Row menu |
Row actions
| Action | When available | Description |
|---|---|---|
| Add credit | Withdrawal with remaining creditable amount | Creates a Credit transaction against the withdrawal |
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 |
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 is in New, Processing, or Waiting list | Reduces available amount only |
| 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 | Increases total balance |
How each transaction type is created
Withdrawal
- On-request services — per calendar event after the event ends and is billable.
- Scheduled course applications — reserved converts to withdrawal on approval.
- Ongoing course applications — reserved converts to withdrawal on acceptance.
Reserved
- Scheduled course applications — on submission.
- Ongoing course applications — while in New, Processing, or Waiting list.
Converted to withdrawal on approval, or removed on cancellation/rejection.
Credit
- Manual — Add credit on a withdrawal in the account ledger.
- Automatic — full credit when a past on-request event is cancelled and not billable.
Invoiced amount
Created when an invoice document is finalized.
Related documentation
- Customers — shared billing account prerequisites
- Invoice documents
- Account Overview