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Billing & Cost Management

Billing & Cost Management is the billing for the selected facility: what it has cost so far this month, its monthly budget, its invoices and receipts, the rates that apply, and how it pays. It's where a franchised retail store, a café, a clinic billed on its own or a single gym manages its billing when it pays for itself.

Quick reference

Where to find it: Settings (cog icon) → Billing & Cost Management

Who can access: People with the Billing & Cost Management module at the facility. See Who can see it.

Purpose: Follow the facility's costs, download its invoices and receipts, and keep its payment method and balance in order

The settings menu with Billing & Cost Management between Identity and Access Management and Audit LogsThe settings menu with Billing & Cost Management between Identity and Access Management and Audit Logs

Figure 1: Billing & Cost Management in the Settings menu

Who pays, and how the bill is settled

Two separate things decide how a facility is billed.

Who pays is set by your organisation in Organisation Settings > Billing:

  • Organisation pays for all facilities (the Performance Hub default): one monthly statement and one payment for every facility, with a shared balance. Organisation admins manage it in Organisation Settings.
  • Each facility pays for itself: each facility gets its own statement and pays with its own payment method and balance. It's managed here, in Billing & Cost Management.
  • Exceptions: a single facility can be set differently from the organisation's default, for example one clinic in a medical group that pays for itself.

Every change to who pays takes effect from the 1st of next month, so a month is never split between two payers. Until then, the current payer keeps paying.

How the bill is settled is set by Performance Hub on your account:

  • Prepaid balance: usage is deducted from a balance that you top up by card, by hand or with auto top-up.
  • Monthly invoice (some accounts): you're invoiced after the month and pay by card or by bank transfer.

Your settlement method is part of your agreement with Performance Hub. To change it, contact Support (Settings → Raise Support Request).

When your organisation pays for the facility

If your organisation pays for this facility, Billing & Cost Management opens your organisation's billing for it instead.

You areWho pays for the selected facilityWhat you see
Anyone with the Billing & Cost Management moduleThe facility pays for itselfBilling & Cost Management, with all five tabs
An organisation adminThe organisationThe facility's billing in Organisation Settings → Billing, with the Billed to your organisation banner and the tabs Overview, Cost Breakdown, Invoices & Receipts and Pricing. There's no Payment Settings tab: payment methods and the balance are managed for the organisation. See One facility's billing.
Not an organisation adminThe organisationNo billing for this facility: "Only organisation admins can see Billing; facility staff can’t."

When a change to who pays is scheduled, what you see changes on the 1st of next month, when the new payer takes over.

Who can see it

  • Organisation admins always have Billing & Cost Management.
  • The built-in Business roles Site Owner and Finance include it.
  • In Technology Stack organisations, you can add Billing & Cost Management to any custom role in Roles.

The tabs

TabWhat it's for
OverviewThe cost summary, monthly budget, balance and this month's usage. See Overview tab & budgets.
Cost BreakdownA month's usage by service. See Cost Breakdown & Pricing.
Invoices & ReceiptsEvery invoice and receipt for the facility. See Invoices & Receipts.
PricingThe rates that apply to your account. See Cost Breakdown & Pricing.
Payment SettingsPayment methods, the balance and top-ups, and the billing profile. See Payment Settings.

Days and months in Billing & Cost Management follow UTC, so a day's usage runs from midnight to midnight UTC, and a month from the 1st to its last day in UTC.