How To Setup WebStore Billing (Third Party Billing)

This guide explains how to configure Third-Party Billing on the WebStore within The Uniform Solution. This feature allows a main account to be billed for purchases made by sub-accounts, which is useful for organizations managing employees, departments, or groups under a single billing entity.

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Before You Begin

Ensure:

• The main billing account has already been created
• Sub-accounts (customers) exist or will be created
• You have appropriate permissions to modify customer and system settings

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Step 1: Access Customer Setup

1. Navigate to:
   Lists → Customers

   
   

2. Locate the main account that will be billed
3. Double-click the account

   

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Step 2: Enable WebStore Billing Options

1. Open the selected customer account
2. Navigate to the WebStore tab
   
3. Enable the following options:

Billing Options

• ✅ Allow WebStore Purchases to be billed

  

• Set a Start Date and (optional) End Date

Sub-Account Billing

• ✅ Enable Allow sub-accounts to bill from this WebStore

  

• Set applicable date range

Billing Behavior

Choose how sub-account purchases are handled:

• Bill invoices directly to the main (store charge) account
• OR process invoices through payroll deductions (You can choose the minimum and maximum number of pay period to deduct from payroll using the respective options.)

  

✅ Tip: Choose the billing method that aligns with how your organization tracks and collects payments.

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Step 4: Configure WebStore Linking Options

These settings allow sub-accounts to connect to the main billing account.

Steps:

1. Enable Allow customers to link to this account
2. Set an expiration date for linking access
3. Assign:
   • A Group Name
   • A Password
4. If you would like to require email approval of sub accounts – enable the option below the group name and password field.

These credentials will be used by sub-accounts to link themselves to the main billing account.

 

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Step 3: Configure Billing Limits

1. In the same account setup, locate Billing Limits
2. Select a limit type:
   • Allowance Limit (fixed spending amount)
   • Credit Limit
   • None
3. Enter the allowed spending amount (if applicable)

   

✅ Note: Limits apply to all sub-accounts linked to the main account.

Step 4: Save Your Changes

1. Click OK to save all settings
2. The system will now allow third-party billing configurations on the WebStore

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How It Works (Summary)

• Sub-accounts shop on the WebStore
• Charges are routed to the main account
• Billing rules (limits, periods, and restrictions) are enforced automatically
• Transactions are recorded based on selected billing behavior

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Best Practices

• Clearly define spending limits before enabling billing
• Communicate login and linking credentials securely
• Test with one sub-account before rolling out broadly
• Review reporting to ensure billing flows correctly

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Troubleshooting

Sub-account cannot bill to main account

• Verify WebStore billing is enabled
• Confirm date ranges are valid
• Ensure sub-account linking is completed

Billing not appearing correctly

• Check billing option selected (store charge vs payroll)
• Confirm limits are not exceeded

User cannot link account

• Verify group name and password
• Ensure linking has not expired