Managing Subscriptions, Sales Channels, and Client Billing on Link My Books
Managing subscriptions, sales channels, and client billing on Link My Books involves understanding ownership roles, subscription billing structures, and client management. This guide provides an overview along with step-by-step instructions to help you optimize your account setup.
Overview of Subscription Management
Link My Books provides flexibility in how you handle billing and manage accounts. Whether you're an individual user or managing clients' accounts as part of an agency, there are various options to streamline processes and optimize costs.
Consolidating Sales Channels Under One Subscription
If you manage multiple sales channels with different associated email addresses, these can be consolidated under a single subscription. To transfer and consolidate ownership:
Confirm that both sales channels need to be owned by the same email address.
Request authorization from the current owner of the sales channel you wish to consolidate.
Send an authorization email from the current owner to [email protected].
Ensure both parties involved in the ownership transfer provide authorization.
Once both authorizations are received, the support team at Link My Books can process the migration and consolidate the accounts under one ownership.
Managing Subscriptions for Multiple Clients
When managing multiple clients on Link My Books:
A single subscription covers all connected client accounts under your management. This is based on the total order count across connected sales channels each month and the number of sales channels, rather than a separate subscription for each client account.
You have the option to cover the cost of the subscription or re-bill clients based on the rates they would incur if subscribing directly. This shared subscription can help save collective costs compared to individual plans.
Inactive sales channels still bill until they are purged
⚠️ Disconnecting a sales channel is not the same as purging it.
If a sales channel is showing as inactive on your account, it is still counted in your channel total and is still being billed on your subscription. Disconnecting a channel only stops new data coming in; it does not remove the channel from your billable count.
To stop being billed for a channel you no longer use, the channel needs to be purged (permanently deleted). Purging is irreversible, so before requesting a purge make sure you have:
• Sent across all settlements you need to Xero or QuickBooks
• Downloaded any audit files or reports you want to keep
• Checked that all reconciliation is complete on the bookkeeping side
If you're on the Premium plan with add-on channels (charged at £10 / $14 USD / $20 AUD per extra channel per month above 10), purging an add-on channel does not automatically reduce the add-on charge on your Stripe invoice. Once the channel is purged, please reply on the same support thread asking us to remove the add-on charge from your next billing date.
Working out which channels are billed to you vs to a client
Every sales channel on your dashboard has an owner. The owner is the Link My Books user responsible for the billing on that channel.
If you are the owner of a channel, it sits under your subscription and you pay for it.
If a channel is owned by a client and you have been added as an additional user, the channel sits under that client's subscription and the client pays for it. It will still appear on your accountant dashboard but it is not counted in your own subscription total.
The easiest way to see which is which is to download the active client list from the accountant dashboard (see How to download your client list). The CSV shows each channel and its owner, which mirrors exactly the channels counted on your Stripe invoice from us.
Benefits of Ownership Consolidation and Streamlined Billing
Consolidating ownership of sales channels and managing multiple clients' accounts under one subscription:
Simplifies account administration.
Reduces collective costs with shared billing plans.
Offers flexibility in deciding who pays for the subscription, either you as the accountant or your clients individually.
Provides enhanced access to historical data for analytics and reporting.
If you have any questions about this article or feedback on how we could make it better please reach out to the support team via the blue chat icon on the bottom right of the page or via email to [email protected].