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SmartVox Billing

(Related passwords are at the bottom of this page)

On the first business day of each month, SmartVox / Bitnetix does billing. This is mostly through automatic invoices in Quickbooks, but some customers require special (mostly SmartVox) treatment. Customer Invoices

Vitelity Records

General

  • Log in to https://portal.vitelity.net/login.php
  • Left hand nav: Billing | Invoice
    • Select email of vitelity@smartvox.com
    • Start date of first of previous month
    • End date of last of previous month
    • Sub account all
    • Set markup to 0
    • Select vFax account all
    • unselect all checkboxes ("include payments only," "invoice from reseller" and "invoice to sub account info")
    • click submit
    • Continue to SMS records for an SMS billing for the same month
  • Check invoice once received.
    • Look for international outbound usage
    • If you find it, go back to vitelity and change subaccount to "All"
    • leave everything else the same and click submit
    • Done. Calculate charges based on received information.

Biznetix

  • Log in to SVGP shell access
    • Run the following CDR commands, using Min as the fields for OUTGOING (which should be zero), INCOMING, and INCOMING TOLL-FREE, respectively. Note that this will use last month's date by default:
      • cdr -m `date --date="last month" +"%Y%m"` -S "%5854266519%" -I 30; # OUTGOING (should be zero)
      • cdr -m `date --date="last month" +"%Y%m"` -D "%5854266519%" -I 30; # INCOMING
      • cdr -m `date --date="last month" +"%Y%m"` -D "%5854266519%" -I 30 -i; # INCOMING Toll Free
  • Log into SVVP shell access
    • Run the following CDR command for OUTGOING calls
      • acc -F 74.39.215.44 --from `date --date="last month" +"%Y-%m-01"` --to `date --date="this month" +"%Y-%m-01"` --cdr -C
    • Enter on invoice as appropriate

Credits

Note that the Mission Matrix program has been discontinued.

Next, check Reports | Memorized Reports | Customers | Open Credits and apply any available credits to outstanding invoices. Mission Matrix credits are calculated on the 15th of the first month of every quarter for the previous quarter. Details are slim: Open spreadsheet, follow examples

BE SURE TO CHECK FORMSITE FOR UPDATED CC/ACH INFORMATION!

NOTE: Just about everything that comes after this is no longer valid now that we use Stripe for payments!

Username is "eric@bitnetix.com" and Firefox knows the password.

Use: SmartVox Monthly Phone Service for the Description in Stripe.

Sending Invoices

In Quickbooks, File -> Send Forms and then use the "invoices@smartvox.com" email address (it should be selected by default). The password is 11111111 (same for EWG, for what it's worth).

Mission Matrix and Credits

The following customers are Mission Matrix customers and may have credits that need to be applied before invoices can be sent:

  • UPDATE: David's Refuge is no longer a customer, so Pompey no longer receives discounts
  • Pompey Community Church (only downstream was David's Refuge)

General Code

  • Left hand nav: Billing | Call Records
    • email vitelity@bitnetix.com
    • sub account 4.59.212.234 (repeat with 4.59.212.235)
    • vFax all
    • Record Type "Inbound Calls"
    • Delivery type "Email with CSV"
    • Start date first of last month
    • End date last of last month
    • click submit
    • Click return
    • leave everything as is, change Record Type to "Outbound Calls"
    • click submit
  • Start with the two CDR reports that were emailed for sub account 174.47.212.250
    • Choose the inbound one (the first one)
      • Sort by destination
      • Add a column after seconds (call it X)
      • Add formula "ceiling(d2/30,1)" to e2 (the first row in column X)
      • Repeat that down the column; this indicates 30 second billing increments
      • Find where destination changes to toll-free numbers (this is likely 8008368834)
      • Add a few empty rows before the first toll-free number
      • We bill separately for inbound normal and inbound toll-free
      • At the bottom of each new set of data, sum colum X; this is the total of 30 second billing increments
      • Divide this by two; this is the total number of billing minutes
      • Add the result from the normal numbers to the invoice for INBOUND minutes
      • Add the result from the toll-free numbers to the invoice for INBOUND TOLL-FREE minutes
    • Change to the outbound sheet (the second one)
      • Sort by cost
      • Delete all rows with zero cost; this is toll-free numbers, no answers, etc (likely to be 0.00079 for first real entry)
      • Add another column after "Seconds" column just like previous sheet
      • Do all the same math as previous sheet for new column
      • Enter this number on invoice for OUTBOUND minutes
    • General Code backup trunk is done on SVGP shell access
      • Run the following command, changing YYYYMM to 201505 or other appropriate year/month combo (note there are 7 underscores):
        • cdr -m `date --date="last month" +"%Y%m"` -S "%I-GeneralCode%" -d "_______%" -I 30
      • Take the "Min" output and use that for the invoice BACKUP TRUNK number of minutes (if any).
    • Additional backup on SVPP:
      • acc -F 4.59.212.234 --from `date --date="last month" +"%Y-%m-01"` --to `date --date="this month" +"%Y-%m-01"` --cdr -C

ACH Billing

  • Agape

    • Agape Counseling Associates, Inc.
    • 022303659
    • 585-385-6030
    • 1105365564
    • Business Checking

  • Dave Weller

    • David Weller
    • 222371863
    • 585-442-9656
    • 1375174420
    • Consumer Checking

  • Invex

    • Stephen Tausch
    • 585-766-0902
    • 022300173
    • 776500146865
    • Business Checking

  • International Gospel Mission

    • Sonja Johnson
    • 222371054
    • 585-334-9048
    • 7140190831
    • Business Checking

  • EZ Bardeguez

    • EZ Bardeguez
    • 256074974
    • 973-462-7311
    • 7068760243
    • Consumer checking

  • Forward Forestry LLC

    • Michael Preminger
    • 211391825
    • 603-321-5928
    • 45696051
    • Business Checking

  • Cobblestone Country FCU

    • Chris Ranallo
    • 222370440
    • 585-589-5286
    • x1131
    • Business Checking

Credit Card Billing

Note - effective Feb 28, 2024 we are moving away from Intuit financial services. Automatic billing has been disabled as a result. Billing is now done through Stripe. For whatever reason, going to "Create Payment" and entering customer information does not allow us to choose the customer's default payment option. We must start from the Customer page and create payment from there.

  • Log in as eric@bitnetix.com (need Google Authenticator from phone)
  • Go to each customer's page
    • Submit a payment for this customer with the correct amount using the default payment method
    • Payment description is "SmartVox Monthly Phone Service"
  • Repeat for each customer

Automatically billed through Intuit Recurring Payments

  • Audioscience
  • Baptist Resource Network - exp 01/2021
  • Labgrafix
  • NP Family Care
  • Photo by Levi
  • Thermapparel - exp 01/2019
  • Young and Company - exp 03/2020

Manually bill these each month (same invoice total)

  • BioDrill - pending move to automated credit card billing
  • F&W Electric

Manual (different invoices each month)

  • Biznetix

Passwords

  • Vitelity password is in KeePass
  • Quickbooks Payment account: bitnetix / E..t
  • Quickbooks Payroll Account: email is tax@bitnetix.com
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