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Company Setup and Invoices

The Company Setup and Invoicing process allows organizations to manage bulk permit purchasing and consolidated billing for their employees. Its primary purpose is to centralize account management and simplify the payment workflow for corporate clients. This guide is intended for OPS-COM administrators responsible for managing company profiles and financial transactions.

Setup and Configuration

Creating a company profile and assigning the proper user roles requires configuration from the administrative portal.

Creating a Company (Admin Side)

  1. Hover over User Management and click Companies.

  2. Click the Create New Company button.

  3. Enter the organization's details in the Account Number, Company Name, Address (Company), Invoice Emails, Contact Name, and Address (Contact) fields.

  4. Enable the Receives Invoice checkbox to ensure the company can be billed.

  5. Click the Add New Company button to save the information. A green confirmation message will display.

Assigning Users to the Company (Admin Side)

  1. Hover over User Management and click User Search to locate the target user.

  2. Click the user's profile to open it and click the Edit button.

  3. Indicate that the user is a Company Member and associate them with the newly created company.

  4. Enable the Company Manager and Company Billing Account checkboxes if this user will be responsible for managing and paying for the company's permits.

  5. Click the Submit Registration Information for Processing... button to save the profile.

Important Billing Setup Requirements                                                                                               - Invoice Preparation: Every corporate account requires a designated billing manager. If you do not assign a user with both the Company Manager and Company Billing Account flags, you will not be ableunable to prepare invoices for that company.
-Rollover Processing: EveryYou corporateMUST account requiresdesignate a designateduser billingwith manager.a valid subscription as the Company Billing Account for each company. If this is not set, invoices will be skipped and will not be processed by the automated rollover processing.

Using this Feature

Once the company and its users are configured, the designated company manager can reserve permits, and the administrator can generate the corresponding invoices.

Purchasing Permits (User Side)

  1. Log into the user portal as the designated company manager.

  2. Click the Company Users icon.

  3. Click the Login as User button to the right of the specific employee's name. A blue message will appear confirming you are logged in as another user.

  4. Click the Parking icon and select the desired permit for the user.

  5. Log out of the user portal once the permit is reserved. Do not click the Proceed to payment button if the permits will be paid via a consolidated corporate invoice.

Preparing Invoices (Admin Side)

  1. Hover over Allocations and click Prepare Invoices.

  2. Click the Prepare Invoices button beside the active sales window.

  3. Review the generated invoice, which will display the permits reserved by the company manager.

  4. Click the Send Invoices button to email the invoice to the designated company contact. An icon in the top right menu bar will indicate the progress of the invoice creation.

If an error occurs during the invoicing process, you can cancel the invoice from the administrative portal, correct the error on the user's profile, and reissue the invoice.

Paying an Invoice (User Side)

  1. Log into the user portal as the designated company manager.

  2. Click the Payments icon to view the outstanding invoice.

  3. Click Continue to Checkout and submit the payment using the preferred method.

Best Practices and Considerations

  • Configure Email Templates: Ensure an invoice email template is configured in the system before attempting to prepare invoices. You can verify or modify this template by navigating to System Config and accessing Email Templates.

  • Separate End Users from Managers: User accounts created for the company managers are typically administrative accounts. End users (the employees receiving the permits) do not need to log in to manage their own permits if the company manager is handling the purchases.

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