Accounting Automation

Introduction

Accounting automation helps ISPBills record financial activity as operational events happen, so your team does not need to maintain separate manual ledgers for routine billing work.

The accounting module helps answer key questions at a glance:

  • Which customers have made payments, and which have outstanding bills?
  • How much does each reseller owe me, and for what services?
  • What is the current total accounts receivable and accounts payable?
  • What does each reseller statement look like right now?

A summary of total Accounts Payable and Accounts Receivable is always visible on the ISPBills Dashboard.

The Three Building Blocks

To keep the accounting data accurate, configure these three items correctly:

Step Action
1. Set package prices Configure the customer price and operator price for each package (see Your Packages)
2. Record customer payments Log every customer payment — automatically for online payments, manually for cash
3. Record operator payments Log every reseller payment — manually, as cash transactions

When these three steps are maintained consistently, ISPBills can calculate receivables, payables, and reseller statements without extra bookkeeping.

Automatic Transaction Recording

ISPBills records the following transactions automatically:

Online Customer Payments

When a customer pays online through an integrated payment gateway, recharge card, or the customer portal, the payment is recorded automatically. No manual entry is required.

Commission Distribution

When an online customer payment is recorded, ISPBills automatically records the revenue split:

  • The admin's share.
  • The reseller's share, based on the difference between the customer price and the operator price.
  • The sub-reseller's share (if applicable).

Each party's share is posted to the appropriate ledger automatically.

Manual Transaction Recording

Cash Payments from Customers

When a customer pays in cash, the payment must be recorded manually:

  1. Navigate to Bills and Payments > Bills.
  2. Find the customer's bill.
  3. Click Actions > Paid.
  4. Enter the payment amount and date.
  5. Save. The bill is marked as paid and the payment is recorded in the accounting ledger.

Cash Received from Resellers

Resellers pay their outstanding balance periodically. These cash receipts must be recorded manually. The process differs based on whether the reseller is prepaid or postpaid.

Recording Cash from a Prepaid Reseller (Add Balance)

Prepaid resellers pay in advance. When you receive cash from a prepaid reseller:

  1. Navigate to Resellers & Managers > Resellers.
  2. Find the reseller.
  3. Click Actions > Add Balance.
  4. Enter the amount received and the payment date.
  5. Save. The reseller's prepaid balance increases by the entered amount, and the transaction is recorded as a liability (Accounts Payable) because the balance will be consumed later through services.

Recording Cash from a Postpaid Reseller (Entry Cash Received)

Postpaid resellers accumulate a receivable balance as they activate services. When they settle that balance by paying cash, record the payment as follows:

There are three ways to record a postpaid reseller cash payment:

Method 1: Via Resellers Menu

  1. Navigate to Resellers & Managers > Resellers.
  2. Find the reseller.
  3. Click Actions > Entry Cash Received.
  4. Enter the amount and date, then save.

Method 2: Via Accounts Receivable Page

  1. Navigate to Accounts > Accounts Receivable.
  2. Find the reseller in the list.
  3. Click Entry for Cash Received.
  4. Enter the amount and date, then save.

Method 3: Via Accounts Receivable Action

  1. Navigate to Accounts > Accounts Receivable.
  2. Find the reseller.
  3. Click Actions > Cash Out.
  4. Enter the amount and date, then save.

All three methods produce the same result: the reseller's outstanding receivable balance is reduced by the amount you record.

Accounting Summary on the Dashboard

The ISPBills Dashboard displays a real-time accounting summary:

Metric Meaning
Accounts Receivable (Total) Total amount owed to you by postpaid resellers
Accounts Payable (Total) Total advance balance held on behalf of prepaid resellers

Use these figures to monitor the overall financial position of your reseller network at a glance.