Billing Policy Template

This billing policy template has 4 pages and is a MS Word file type listed under our human resources documents.

Sample of our billing policy template:

BILLING POLICY PURPOSE The purpose of this Billing Policy at [COMPANY NAME] is to establish clear guidelines and procedures for billing our customers, clients, or partners. This Policy ensures consistency, accuracy, transparency, and customer satisfaction in all billing processes. BILLING RESPONSIBILITY Responsibility The Billing Department or designated personnel are responsible for managing all billing activities. Training Billing staff must receive adequate training to understand billing processes, software, and customer communication protocols. INVOICE GENERATION Invoice Generation Invoices are generated accurately and promptly based on agreed-upon terms, contracts, or service agreements. Invoices include all relevant details, such as billing period, due date, itemized charges, and payment instructions. Payment Methods Multiple payment methods, including credit/debit cards, electronic funds transfer, checks, and cash, may be accepted, depending on the company's policies and customer preferences. Billing Frequency Billing frequency (e.g., monthly, quarterly, annually) is communicated clearly to customers and adhered to consistently. Recurring Billing Recurring billing arrangements are established with customers when applicable, with their explicit consent. PRICING AND RATE CHANGES Notification Customers are provided with advance notice of any changes in pricing or rates. Changes in pricing or rates should be clearly explained, and customers should have the opportunity to ask questions or seek clarification. Grandfathered Rates Existing customers may be allowed to maintain their current rates for a specified period, as outlined in their service agreements. Disputes and Inquiries Customer Inquiries Customers who have inquiries, concerns, or disputes regarding their invoices are encouraged to contact the Billing Department promptly. Customer inquiries should be addressed professionally and resolved as quickly as possible. Dispute Resolution The company has a process in place to investigate and resolve billing disputes in a fair and timely manner.