How to Configure Billing Contacts for House Accounts

House Account — Billing Contacts

The Billing Contacts feature extends House Accounts by allowing catering managers to specify dedicated recipients for invoice email notifications. Instead of routing all invoice emails to the organisation's primary account email, invoices are sent directly to one or more billing contacts, such as a finance team, accounts payable inbox, or designated administrator.

This feature is available as part of the House Account setup in the Management Centre and applies to all invoice notification types, including:

• Invoice created
• Payment received
• Invoice overdue
• Invoice cancelled
• Auto-charge payment failed
• Payment reminder

Configuring Billing Contacts

Billing contacts are configured within the House Account settings for an organisation.

To add or update billing contacts

1. Navigate to Management Centre > Customers.
2. Select the organisation customer record.
3. Open the House Account tab.
4. Scroll to the Billing Contact section (below Billing Address).
5. Click + Add contact.
6. Enter an optional Name.
7. Enter a required Email address.
8. Repeat for each additional contact as needed.
9. To remove a contact, click the delete icon next to the row.
10. Click Save to apply changes.

Invoice Email Routing

When billing contacts are configured, all invoice notification emails are routed to those contacts rather than the organisation's primary account email.

Routing Behaviour

Configuration	Invoice Email Behaviour
One billing contact configured	Contact email is the primary recipient (To:)
Two or more billing contacts configured	First contact = To:, all additional contacts = CC:
No billing contacts configured	Falls back to the organisation's account email (unchanged from previous behaviour)

Email Greeting

If the first billing contact has a name on record, that name is used in the email greeting.

Supported Invoice Notification Types

This routing applies to all invoice notification types:

• Invoice created
• Payment received
• Invoice overdue
• Invoice cancelled
• Auto-charge payment failed
• Payment reminder

Managing Billing Contacts

Billing contacts can be added, updated, or removed at any time from the House Account settings in the Management Centre.

Adding Contacts

1. Click + Add contact within the Billing Contact section.
2. An email address is required for each contact.
3. Name is optional.

Removing a Contact

1. Click the delete icon next to the contact row.
2. Click Save.

Clearing All Contacts

1. Remove all contact rows.
2. Click Save.
3. Invoice routing reverts to the organisation's account email.

Updating Other House Account Fields

Saving changes to payment terms, credit limit, billing address, or other House Account fields without modifying the Billing Contact section leaves existing billing contacts unchanged.

Viewing Billing Contacts

Configured billing contacts are displayed in the read-only Customer Details view under the House Account section.

Each contact is listed with:

• Name (if provided)
• Email address

Permissions

Managing billing contacts requires the Customers: Manage permission in the Management Centre.

• Users with the Customers: Manage permission can add, update, and remove billing contacts.
• Users with view-only access to Customers can view configured billing contacts but cannot add or modify them.