Adding Billing Records to Software Licenses

Billing records allow you to track historical software spend directly within a license. These records feed into:

• Billing History
• Spend reports
• Spend forecasting graphs
• Renewal visibility

You can record both recurring subscription payments and one time charges such as taxes, onboarding fees, or support costs.

In this guide we will cover the following:

• Accessing Billing History
• Choosing a Billing Type
  • Subscription
  • One Time Charge
• Example of Recording a Subscription Renewal
• Example of Recording a One Time Charge
  

Accessing Billing History

Open your license, then navigate to the Billing History tab.

From there, select Add Billing Record.

Choosing a Billing Type

When creating a billing record, you will be presented with two options:

Subscription

Use this for recurring software costs that follow a billing cycle, such as:

• Monthly subscriptions
• Annual renewals
• Per seat licensing
• Future renewal projections

Subscription records include:

• Service period
• Billing cycle
• Seat count
• Seat cost or total cost
• Renewal forecasting

These entries contribute to projected spend calculations.

One Time Charge

Use this for non recurring costs, such as:

• Taxes
• Marketplace purchases
• Support fees
• Onboarding or implementation costs
• Refunds or credits

One time charges are logged once and do not generate future renewals or recurring forecasts. Negative values can also be entered for refunds or credits.

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Example of Recording a Subscription Renewal

In this example:

• 15 seats
• $21 per seat
• Yearly billing cycle
• Total yearly spend: $315

The billing record creates:

• A historical billing entry
• Forecasted future spend
• Renewal tracking for the next cycle

The Spend History & Forecasting graph will update automatically.

Example of Recording a One Time Charge

In this example shown

• Cost: $60
• Billing date: 5/14/2026
• Notes: “Year long access to marketplace app tool”

This charge appears in billing history and spend totals, but does not create a future renewal projection.

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For any questions or comments, please reach out to help@reftab.com