Understanding Your Billing Cycle

Introduction

A clear understanding of your billing cycle helps you plan payments, avoid late fees, and maintain uninterrupted service. At ALCO USA Inc., we’ve designed a predictable and transparent billing process for our managed services clients. This article explains how our billing cycle works, when invoices are issued, payment deadlines, and what exceptions apply for special cases.

Why Billing Cycles Matter

Your billing cycle determines:

• When you receive invoices
• When payments are due
• How services align with your financial planning

Predictability in billing ensures:

• No surprises in your monthly expenses
• Easier budgeting for IT services
• Compliance with internal accounting processes

Standard Billing Cycle

For most clients, ALCO USA operates on a monthly billing cycle:

• Invoice Date: The first day of each month
• Coverage Period: Services provided during that month
• Due Date: Payment is due within 15 days of the invoice date

This means if your invoice is issued on November 1, payment should be completed by November 15.

Why We Bill on the First

Billing on the first of the month provides:

• Consistency: Clients know exactly when to expect invoices
• Alignment with service delivery: Your invoice reflects the upcoming month’s services
• Simplified accounting: Easier for both clients and ALCO to reconcile payments

Exceptions to the Standard Cycle

While most clients follow the monthly cycle, there are exceptions:

• One-Time Projects: Invoices are generated immediately upon project completion
• Non-Member Clients: If you are not on a managed service plan, invoices are issued at the time of service delivery
• Special Arrangements: Some enterprise clients may have custom billing schedules based on contract terms

Payment Deadlines

• Standard Clients: 15-day payment window from invoice date
• One-Time Clients: Payment due upon receipt
• Late Payments: Subject to fees and possible service suspension (see Late Payment Policy)

Notifications and Reminders

To help you stay on track:

• Invoice Notification: Sent via email when the invoice is posted in ALCO Vault
• Reminder Emails: Sent 5 days before the due date
• Overdue Alerts: Sent immediately after the grace period ends

Accessing Your Invoice

Invoices are stored in the ALCO Vault, our secure client portal. You can:

• View all past invoices for up to 24 months
• Download PDFs for record-keeping
• Check payment status in real time

Best Practices for Managing Your Billing Cycle

• Mark your calendar: Add recurring reminders for the 1st and 15th of each month
• Enable notifications: Ensure your email settings allow ALCO alerts
• Plan ahead: If you anticipate delays, contact us before the due date

Troubleshooting Billing Issues

• Didn’t receive an invoice? Check your spam folder or verify your email address in ALCO Vault
• Invoice amount seems incorrect? Review service details and contact support for clarification
• Payment not reflecting? ACH transfers may take 2–3 business days; credit card payments are instant

FAQs

Q: Can I change my billing cycle?
A: Custom billing schedules may be available for enterprise clients. Contact your account manager.

Q: Do you offer annual billing?
A: Yes, annual plans are available for clients who prefer upfront payments.

Q: What happens if I pay late?
A: Late fees apply, and services may be suspended after 15 days overdue.

Security and Compliance

All billing data is handled securely through QuickBooks Online, ensuring compliance with PCI DSS standards. Your financial information is encrypted and never stored in plain text.