This guide outlines how to manage a bill run in Tangilla, incorporating best practices and key steps to ensure accurate billing.
¶ Availability and Communication
- Auto pay may be enabled or disabled for your association — confirm your setting.
- Notify Tangilla Support before enabling or disabling auto pay.
- Communicate clearly with members about auto pay options and procedures.
- Send an email explaining how auto pay works and when it will process.
- Select the first auto pay processing date when posting the bill run.
- If a card is declined on the first attempt, the system retries on the second date you specify.
- Declines may be:
- Hard Decline: e.g., expired card — not retried; member must update their card.
- Soft Decline: retried automatically.
- Members receive notifications depending on the decline type.
- Auto pay covers all invoice items, including optional ones (RPAC, Foundation).
- If a member pays before the auto pay date, nothing will be charged on that date.
- RPAC auto pay defaults to a personal contribution, even if corporate options exist.
- Members must opt into auto pay before invoices are posted.
- If opted in afterward, the current invoice will not be paid via auto pay.
- To verify, check if the invoice says “invoice set for auto pay.”
- Confirm the dues disclaimer is current — it appears on invoices.
- To update, email Tangilla Support an updated PDF (allow a few days).
- Also review and update your payment/refund policy link on your website.
- Go to Finance → Product Setup.
- Verify charges for each product (e.g., association membership, MLS).
- Always work in the context of the next bill run.
- Double-check:
- Pricing for Foundation, RPAC (personal and/or corporate), application fees, late fees, reinstatement fees.
- Proration settings.
- Use Download Summary PDF to review all products at once.
Tip: Errors in product setup may require costly corrections later.
- Go to General → Bill Runs.
- Select the correct bill run (e.g., Association Membership).
- Set Dates:
- Due Date: When payment is due.
- Late Fee Date: When late fees apply.
- Suspension Date: When accounts suspend for non-payment.
- UL Reset Date: When Universal Listings reset and DRs receive non-payment notifications (set for next calendar year).
- Write-Off Date: When unpaid invoices are written off (portal shows “reinstate” instead of “pay”).
- Auto Pay Dates: Choose first and second processing dates (typically before due date).
- Click Save to create a Draft Bill Run.
- Anyone joining after posting will owe both the current year’s prorated amount and the next year’s full invoice.
- If bylaws allow, consider posting later in the year.
- Download the Draft PDF Summary to verify billed member counts (active and suspended).
- Check individual member accounts:
- Review draft invoices and confirm amounts.
- Spot-check different member types (Realtor, Secondary Realtor, Designated Realtor).
- Remember: optional contributions (RPAC, Foundation) and late/reinstatement fees don’t appear on draft invoices.
- In Finance, run the Draft Bill Run Invoices report for a summary of all draft invoices.
(This report is available only while invoices remain in draft.)
¶ Approve and Post
- Return to the bill run and click Approve.
- Review the summary and ensure it matches the draft.
- Check the Amendments page:
- If changes exist, delete the draft and rerun before posting.
- Confirm posting — cannot be undone once live.
Posting during off-peak hours can reduce amendment-related errors.
¶ VI. Post-Posting Reports and Actions
- Unpaid Bill Run Invoices – Lists all unpaid invoices.
- Auto Pay Opt-Ins – Members enrolled in auto pay.
- Bill Run Auto Pay Invoices – Shows auto pay queue and payment statuses.
- Bill Run Payments by Day – Payment volume by date.
- Suspended People for Non-Payment – Members suspended for unpaid invoices.
- DRs with Unpaid Invoices – Designated Realtors with unpaid invoices and affected members.
Use segments to target members based on:
- Payment status (paid, unpaid, chargeback, written off)
- Auto pay status
- Bill run year
Confirm that the Posting Batch separates dues between years (e.g., 2024 vs. 2025). If not, submit a Help Desk Ticket.
- Communicate early and often with members about billing and auto pay.
- Double-check all prices and settings before posting.
- Use post-run reports to track payments and identify issues.
- Submit a Help Desk Ticket for any billing or posting questions.
This guide helps ensure efficient, accurate, and transparent bill runs in Tangilla. Adapt as needed for your association’s billing policies.