Transactions and Payments
Invoicing Flow
Invoice Creation
Invoices are created in MonetizeNow automatically through a scheduled batch job, or manually by a user from a Bill Group.
When an invoice is generated, MonetizeNow publishes a webhook event that triggers the following sync sequence:
- MonetizeNow checks whether a Rillet Customer association already exists for the Account.
- If no association exists, MonetizeNow searches Rillet for a customer matching the Account name.
- If no match is found, a new Rillet Customer is created from the MonetizeNow Account.
- A Rillet Invoice is created with scope Revenue Recognition Only.
- Invoice Items from MonetizeNow are synced as line items on the Rillet Invoice. Each line item is matched to a Rillet product via the product's SKU field.
Product SKU is required. If any line item on the invoice is associated with a product that has no SKU configured in MonetizeNow, the entire invoice will fail to sync. Ensure all products have a Rillet Product ID in their SKU field before going live.
Payments
A payment becomes eligible for synchronization when:
- Its status is SUCCESS.
- It has been applied to an invoice in MonetizeNow.
- The customer and target invoice already exist in Rillet.
When all three conditions are met, MonetizeNow creates a payment record in Rillet and allocates it to the corresponding invoice.
MonetizeNow creates one Rillet payment record per invoice application, not per MonetizeNow payment. A single payment applied across three invoices produces three Rillet payment records, each allocated to its respective invoice.
Invoice Payment
When an invoice is paid in MonetizeNow, via credit card, ACH, or manually, MonetizeNow triggers a payment sync to Rillet:
- MonetizeNow confirms the invoice exists in Rillet and that the payment status is SUCCESS.
- A payment record is created in Rillet and allocated to the corresponding invoice.
- The Rillet Invoice status updates to reflect the payment.
For full detail on payment sync behavior, see Payments.
Payment Unapplication
When a payment is unapplied from an invoice in MonetizeNow, MonetizeNow deletes the corresponding payment record in Rillet, and the Rillet Invoice returns to an unpaid/pending status.
The payment can then be re-applied to an invoice in MonetizeNow, which creates a new payment record in Rillet.
Credit Notes and Service Credits
Both MonetizeNow Credits and Credit Notes sync to Rillet as Credit Memos. Updates to a Credit or Credit Note in MonetizeNow re-sync the corresponding Credit Memo in Rillet.
If the Credit Note applies to a specific invoice, that invoice must already exist in Rillet. If not, MonetizeNow queues the Credit Memo and syncs it automatically once the invoice is created in Rillet.
Credit Notes
Credit Notes from MonetizeNow sync to Rillet as Credit Memos. Each line on the Credit Note creates a corresponding line on the Rillet Credit Memo, matched to the Rillet product using the MonetizeNow product's SKU field.
Credits
MonetizeNow Credits, which are not required to be tied to a specific invoice or product, sync to Rillet as a single-line Credit Memo using a configurable placeholder product.
In the Rillet integration settings in MonetizeNow, configure a Default Credit Product to use as the placeholder on Credit Memos created from a standard Credit. This product must exist in Rillet and have its Rillet Product ID entered in the SKU field in MonetizeNow.
Credit Memo Amount
The Credit Memo total in Rillet is calculated by Rillet as the sum of its line amounts; it is not directly set by MonetizeNow.
Account Updates
When an account is updated in MonetizeNow, the corresponding Rillet Customer is updated automatically if a customer association exists.
The following fields sync from MonetizeNow to Rillet on account update:
| MonetizeNow field | Rillet field |
|---|---|
| Account Name | Customer Name |
| Billing Address | Billing Address |
| Shipping Address | Shipping Address |
| Primary Contact Email | Main Sender Email |
| Account-level CC Emails | CC Emails |
Updated about 3 hours ago