Getting Started With

BillingOrchard - Getting Started Training Guide

This document includes important information to help you get the most out of your BillingOrchard system - quickly!  It includes tips, suggestions, feature descriptions and an overall view of the BillingOrchard system to get you on the right track!

*NOTE: Click on any of the blue links below to be taken directly to the Knowledge Base item related to that subject!


Set Up...

1. Company Information:

When you first log into your new BillingOrchard account, click on 'Company Information' in the menu on the left side of your screen (left menu) under the Account section.  Here you can complete all of your company information.  It is important to keep this information up to date as this information is pulled in through various parts of your BillingOrchard account.


Add Users...

2. Edit/Add Users:

Users with Admin privileges are employees or contractors of your company who have access to the administration section to change settings, create invoices and manage clients.  Users without Admin privileges can only submit charges and establish default rates.  Users with Support privileges may also access the support ticket area to respond to support tickets.  You'll want to establish your Users with user names and passwords.


Add Your Clients...

3. Edit / Add Clients:

Editing and adding clients can be done through the Edit/Add Clients section under Client Management.  

Following are the steps required to add a new client:

a. Click on Edit/Add Clients

b. Click the Add A New Client link

c. Complete the client contact information fields.  In addition, set a Username and Password for your client so that they can have access to the client portal under

d. Once completed, click Add Client to save your client information.


Set Defaults & Submit Hours & Fees...

4. Set Defaults:

a. Hourly Services:

i. Hourly services are the services you provide and charge by the time you spent on the project. Here, you will define the default rates, description and service name. You can change these at any time when submitting hours. These defaults are used to allow you to submit hours more efficiently. 

b. Miscellaneous Fees:

i. Miscellaneous Fees are the non-hourly fees or costs incurred on behalf of your client, such as web hosting   fees, or purchasing software on their behalf. Here, you will define the default fees, description and service name. You can change these at any time when submitting fees. These defaults are used to allow you to submit fees more efficiently. 


5. Submit Invoice Hours / Submit Invoice Fees:

a. Fees: Click on Submit Fees in the left menu, under the Submit Invoice Charges menu.  Submit your fees after incurring an expense on behalf of your client, or for a non-hourly fee.   The fees will be added to pending fees and will remain there until they are added to an invoice. 

b. Hours: Submit your hours after completing work on a job or project.  The hours will be added to pending hours and will remain there until they are added to an invoice. 


Create An Invoice...

6. Create An Invoice:

You will be taken through a series of steps to create an invoice, including adding pending hours and miscellaneous fees (created in step #5) to the invoice, and finally choosing the method to send the invoice to your client.  Begin by choosing a client to invoice in the first screen...


Apply Payments... 

7. Apply Payments:


To apply a payment, go to the Invoices section and click on "Apply Payments":

1. Click on Apply Payments.

2. Select the client in the drop down menu for which the payment will be applied.

3. Select the way the payment should be applied.  

There are three options:

  • Apply Payment To Account

Record down payments or other payments made outside of a standard invoice payment. After an invoice is created, you may then apply this payment to the invoice. 

  • Apply Payment To Invoice

Use this option if your client is paying for a specific invoice. You will select the invoice next. 

  • Apply Account Balance To Invoice

Use this option to move funds from the client's account balance to one of their invoices. 

4. Once your payment option has been selected, click Next.

5. Complete the fields in the following screen and click Apply Payment.  

6. Your payment has been applied.  You can verify the payment by going to Reports > Filter or Search Payments.


At this point, you have completed the steps necessary to familiarize yourself with your new BillingOrchard account!  If there are any questions during or after this process, please don't hesitate to visit our Knowledge Base by clicking on the Support link on the left side of your screen or you can contact our support team directly at: