If you are using our Payment Plan feature in MediaOS, you can find invoices designed specifically for payment plans.
Why Use Payment Plans? #
The Payment Plan feature in MediaOS allows you to divide a total contract amount into multiple scheduled payments. This is especially useful when working with advertisers who need to pay in installments. Payment plans are created directly at the contract level, and they sit on top of your standard invoicing system. That means an invoice cannot be marked as Paid until all scheduled payments in the plan have been completed.
Because each line item can only be assigned to a single invoice, it may take several partial payments across multiple due dates to fulfill the total value of a single line item. This often results in sending the same invoice (with the same invoice number) multiple times, which can be confusing for clients.
To solve this, MediaOS generates payment plan invoices—specialized invoice templates tied to each due date in the payment schedule. These provide a clearer breakdown of what’s owed and when, making the process easier to follow for both advertisers and your internal accounting team
How Payment Plan Invoices Work #
When a payment plan is in place, MediaOS automatically generates a separate invoice for each installment. These payment plan invoices reflect the specific due date and payment amount. For example, if you have a $3,000 line item and break it into three $1,000 payments over three months, MediaOS creates a separate invoice for each scheduled payment—each with a unique layout tied to the same contract.
Note: Payment plan invoices are not your official accounting invoices. They are presentation tools that help with client clarity. Payments made against a payment plan invoice are applied to the original, main invoice that sits behind the scenes.
Your administrator has access to both standard invoice templates and payment plan invoice templates, and can customize each one to suit your organization’s style or billing practices.
Editing Invoice Templates #
To edit a regular invoice or payment plan invoice template, start by clicking your profile avatar in the bottom-left corner of the screen and selecting System Settings. From there, go to Templates and click Edit next to either the Invoice Template or the Payment Plan Template, depending on what you’d like to customize.
This allows you to modify the layout, design, and language used in the documents your clients receive—ensuring consistency across all communications.
Accessing and Sending Payment Plan Invoices #
To access your payment plan invoices, click Accounting in the left-hand navigation menu. Then select the Payment Plans tab at the top of the screen. You’ll now see a list of all invoices tied to active payment plans.
From this view, use the Batch Action dropdown to download PDFs of the invoices. These files can then be attached to emails and sent directly to clients.
Tip: If you prefer to send the original invoice instead of the payment plan invoice, go to the Invoices Report. When a payment plan is present, the schedule will automatically display at the bottom of the standard invoice PDF.
