Best practices for billing profiles and PO-numbers at aanmelder.nl

Licence

There are two types of licences:

• Annual licence, invoiced in advance for the entire year
• Monthly licence, invoiced monthly in advance

The licence is always linked to the account and not to an individual event, project, or team.

Credits

Credits are always purchased in advance in fixed tiers. If additional credits are required, the balance can be increased up in between. This can be done manually or automatically, for example when the balance drops below zero.

The size of the increase depends on usage. As usage increases, the tiers become larger. For example: 50, 100, 500, 1,000, or 2,000 credits.

Like the licence, credits are also linked to the account. Their invoicing therefore takes place centrally at the account level.

Invoicing at account level and event level

At aanmelder, it is important to distinguish between costs at the account level and costs at the event level.

Costs at account level

The following costs are always invoiced at account level:

• Licence
• Credits

These costs are not linked to individual events, assignments, or teams. The official invoice for these items therefore always runs through the account.

Costs at event level

In addition to account costs, there are also costs that are invoiced per event. These are assigned to the billing profile selected in the relevant event.

These include:

• Transaction fees
• Domainname costs
• Event Check-in setup costs
• Transport or courier costs
• Whitelabel per event

This means that within one account, both central costs and event-related costs can exist side by side. This is why a proper setup of billing profiles is important.

Using billing profiles

Within aanmelder, you can work with multiple billing profiles. This allows you to structure invoice details in a way that fits your organization.

A commonly used setup is:

• One separate billing profile for account costs, such as the licence and the purchase of credits. For example, name this profile “Licence & credits”.
• Additional billing profiles for departments, projects, or events, so that event-related costs are assigned correctly. For example, use the department name or the specific event name. This makes it clear what the profile is used for.

Because certain costs are invoiced per event, it is important that each event is linked to the correct billing profile. This is especially important when using ticketing. In that case, the selected billing profile not only affects event-related costs but also the correct processing of payouts.

Ensure that billing profiles always have a clear and unique name. When multiple profiles have the same or very similar names, selecting the correct profile becomes more difficult.

Using PO-numbers

If your organization works with PO-numbers, it is important to enter them in the right place.

When a fixed PO-number is used for account costs such as licence and credits, it can be included in the billing profile used for these central costs.

When the PO-number differs per event, it is better not to include it in the profile. In that case, enter the PO-number in the settings of the relevant event. This is particularly useful for event costs such as transaction fees, domain costs, or check-in costs, as these are invoiced per event based on the selected profile.

This keeps the billing profile reusable for multiple events and avoids the need for constant adjustments.

Invoicing per event

If possible, it is usually most convenient to use the same billing profile for events and enter the correct PO-number per event in the event settings.

This works particularly well when the invoice details remain the same, but the PO-number differs per event.

If a separate profile per event is required, use a consistent naming structure. For example: event number + event name. This makes it easier to find and use profiles correctly.

Adjusting invoice details

Invoice details and billing profiles can be adjusted in the dashboard. Changes made there will apply to future invoices.

Therefore, regularly check whether:

• The correct profile is used for licence and credits
• Events are linked to the correct billing profile
• Profiles are clearly named
• PO-numbers are entered in the correct place

This helps prevent account-level costs and event-level costs from getting mixed up.

Splitting costs per event internally

Although the official invoice for licence and credits is issued at the account level, costs can still be split internally per event.

You can use the event statement found in the event settings. With this statement, you can generate a PDF-overview of credit usage and the associated costs for a specific event. This overview can be used for internal cost allocation or documentation.

For event costs which are already invoiced per event, such as transaction fees or domain costs, invoicing already runs through the selected billing profile of that event.

Summary

At aanmelder, licences and credits are invoiced at the account level. In addition, some costs are invoiced per event, such as transaction fees, domain costs, Event Check-in setup costs, transport or courier costs, and whitelabel per event.

For a clear setup, it is common to use a separate billing profile for licence and credits, and create additional profiles for departments, projects, or events when needed. Changing PO-numbers per event are preferably entered in the event settings, not in the billing profile. For internal cost allocation, the event statement can be used.