Mango Billing App Overview

Mango Billing

1. What it is

Mango Billing is the finance and accounts-receivable surface for your organization. It gives billing administrators a single place to track invoices, collect overdue payments through automated dunning, recognize revenue on ASC 606 schedules, pay sales commissions, process refunds, and export journal entries — all on top of your existing Stripe integration.

• Enablement: Mango Billing requires a licence. An admin enables it from the Apps Marketplace; it is off by default.
• What it is not: Mango Billing is not the subscription or plan management page your tenant admin uses to manage your own MangoApps subscription. That lives at Admin → Billing & Subscription. Mango Billing is the surface where you manage your customers’ invoices and your organization’s finance workflows.

2. Standing it up

1. Go to Admin → Apps Marketplace, find Mango Billing, and enable it.
2. Open Apps → Mango Billing → Settings. All six capability toggles are on by default: Invoice management, Customer billing, Automated dunning sequences, Revenue recognition (ASC 606), Sales commissions, and Billing AI Agent. Turn off any you do not need — the corresponding tabs disappear.
3. Review the Dunning Cadence. The default is 7, 14, 30, 45 (days past due). Adjust if your collection policy differs.
4. Set Default payment terms for manual invoices. The default is Net 30. Choices are Due on receipt, Net 15, Net 30, Net 45, and Net 60. A customer-level payment term always takes precedence.
5. If you use Anrok for tax, go to Tax Settings, paste your Anrok API key, and enable tax sync. Without the API key, tax sync stays in sandbox mode.
6. To preview workflows before real data flows in, scroll to Sample Data on the Settings page and click Generate sample data. This creates example invoices, dunning sequences, revenue schedules, and commission records — all flagged for safe removal later.
7. Confirm it worked: the Dashboard should show KPI tiles for open invoices, AR aging, MRR, active dunning, deferred revenue, and commissions pending approval.

What silently does nothing until configured: Tax sync requires both the toggle and a valid Anrok API key. Enabling the toggle alone has no effect — the sync job skips invoices when no key is present.

3. How it fits together

Invoice lifecycle — An invoice flows through four statuses: Draft, Open, Paid, and Void. Invoices sync from Stripe via webhooks; you can also create manual invoices from the Invoices tab. An open invoice that passes its due date becomes overdue. The dashboard groups overdue invoices into AR aging buckets: 0–30, 31–60, 61–90, and 90+ days.

Here is how the pieces connect for a single invoice:

Invoice #1042 opens on June 1, due June 30. On July 7 — 7 days overdue — the
dunning job fires a “Payment reminder” email. On July 14 it escalates to
“Second reminder.” Meanwhile the invoice sits in the 0–30 aging bucket on the
dashboard. If the customer pays on July 20, the dunning sequence completes
automatically and the invoice moves to Paid. If the admin is mid-negotiation,
they can pause the sequence and resume it later.

Dunning — When an invoice goes overdue, the hourly dunning job automatically opens a dunning sequence for it. Each sequence walks through up to four stages at the configured cadence (by default, day 7, 14, 30, and 45 past due). At each stage the system sends a progressively urgent email:

Stage	Default day	Email subject
1	Day 7	Payment reminder
2	Day 14	Second reminder
3	Day 30	Past due notice
4	Day 45	Final notice

You can pause a sequence and resume it later. When the invoice is paid, the sequence completes automatically; when voided, it cancels. Each sequence keeps a full event audit trail.

Revenue recognition — Each revenue schedule uses one of two methods: straight-line (spread evenly over the service period) or point-in-time (recognized on a single date). A daily job stamps entries as recognized when their period ends. You close a period from the Revenue Recognition tab; closing locks that period’s entries. The GL Export tab lets you download balanced journal entries as CSV for import into your general ledger.

Commissions — A commission plan defines tiered accelerators for three event types: new logo, renewal, and expansion. Each tier sets an attainment floor, an optional ceiling, and a percentage (0–100%). When a proposal is won, the system generates one earning per tier the deal crosses — so a deal spanning two tiers produces two earning rows, each at its tier’s rate. Earnings move through four statuses: Pending → Approved → Paid (or Reversed). Sales reps see their own earnings in the My Commissions tab; admins approve and mark paid from the Commissions tab.

A plan cannot be deleted if it already has earnings attached to it.

Customer billing — Each tenant has one billing customer record. From the Customers tab, admins manage the customer’s discount percentage, custom per-package prices, card and ACH payment methods (backed by Stripe), plan bundles, and credit balances across four resource types: SMS, AI tokens, API calls, and voice minutes. The customer’s credit ledger provides a full audit trail with CSV export.

Unbilled usage — For metered resources billed on a post-pay model, the Unbilled Usage tab shows accrued-but-not-yet-invoiced usage with projected close totals. Admins can manually close a past billing period; the current month cannot be closed early.

Stripe as the payment rail — Mango Billing does not replace Stripe. Stripe remains the payment processor; Mango Billing adds the workflow layer — dunning, revenue recognition, commissions, and GL export — that Stripe alone does not provide. Invoice data stays in sync through webhook events.

4. Running it

Reviewing overdue invoices

1. Open Apps → Mango Billing → Dashboard. The AR aging buckets show overdue totals by age bracket.
2. Click into the Invoices tab and use the Overdue filter, or filter by aging bucket (0–30, 31–60, 61–90, 90+).
3. From an invoice’s detail page, you can Mark paid (for out-of-band payments), Void, Send reminder, or Download PDF.

Managing dunning

1. Go to Dunning. Filter by state (Active, Paused, Completed) or by stage.
2. To pause a sequence, open it and click Pause. Resume when ready.
3. Use Email Previews to see all four cadence emails. Test Send sends a preview to your own address only — it never reaches the customer.

Closing a revenue recognition period

1. Go to Revenue Recognition. The monthly rollup shows recognized vs. deferred amounts.
2. Click into a month to see its individual entries.
3. Click Close Period to lock that month’s entries. You cannot close a future period.
4. Go to GL Export to download balanced journal entries as CSV for import into NetSuite, QuickBooks, or another general ledger.

Processing commissions

1. Go to Commissions to see all earnings. Filter by status (Pending, Approved, Paid, Reversed).
2. Approve a pending earning, then Mark paid when the payout is issued. Export the payout list as CSV.
3. To reverse an earning, click Reverse — this rolls back the rep’s attainment. Paid earnings cannot be reversed from the UI.
4. To create or edit plans, go to Commission Plans (accessible from the Commissions tab’s sub-menu).

Issuing a refund

1. Go to Refunds → New Refund. Select the invoice, choose full or partial, and enter the amount.
2. The refund is processed through Stripe. Export the refund reconciliation list as CSV.

Checking analytics

Go to Analytics for MRR/ARR with year-over-year growth, logo churn and net revenue retention (trailing twelve months), revenue by package, top customers, and weighted average discount. MRR on the Analytics page and MRR on the Dashboard are computed from the same source, so they always agree.

Mobile access

The Mango Billing dashboard, invoice list, and invoice detail are available on mobile at /m/apps/mango-billing. Phone browsers redirect there automatically. Finance operations (mark paid, void, dunning management, commissions, GL export) remain desktop-only.

5. Settings

All settings live at Apps → Mango Billing → Settings unless noted otherwise.

Setting	Where	Default	What it changes
Billing AI Agent	Settings → Capabilities	On	Enables the Ask AI agent for finance questions in the sidebar. The agent is read-only.
Invoice management	Settings → Capabilities	On	Shows the Invoices and Refunds tabs.
Customer billing	Settings → Capabilities	On	Shows the Customers tab (pricing, payment methods, credits).
Automated dunning sequences	Settings → Capabilities	On	Shows the Dunning tab and activates the hourly dunning job.
Revenue recognition (ASC 606)	Settings → Capabilities	On	Shows the Revenue Recognition and GL Export tabs.
Sales commissions	Settings → Capabilities	On	Shows the Commissions and My Commissions tabs.
Tax sync (Anrok)	Tax Settings	Off	Enables Anrok tax calculation on invoices. Requires an API key.
Dunning cadence	Settings → Dunning Cadence	7, 14, 30, 45	The days-past-due thresholds at which dunning emails fire.
Default payment terms	Settings → Payment Terms	Net 30	Applied to manual invoices when the customer has no terms of their own.

Access: All surfaces except My Commissions require the Billing app-admin role or Super Admin. My Commissions is available to any user with app access and shows only that user’s own earnings.

6. More help

• Mango Billing FAQ — specific setup and operating questions, limits, and troubleshooting
• Billing & Subscription — your own organization’s MangoApps subscription and plan management (a separate admin surface)
• Ask AI — the Billing AI Agent answers finance questions from the sidebar when enabled