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04 Operational workflows

The Operations menu item in the Configuration App contains settings that are related to the financial processes of your subscription business. These settings include business entities, billing and accounting workflows, and revenue management requirements.

Before you begin​

Configure tax information​

*While keylight can operate as a standalone tax engine, integrating it with a tax automation tool enhances compliance by keeping your business up to date with international tax databases and regulatory changes.

Setting up your Tax Type and Tax Codes allows keylight to automatically apply sales tax to quotes, orders, invoices, and at checkout. You need to set up a tax jurisdiction for every region you are selling your product in.

Learn more about tax engine integration.

Enable payment options​

Payment Options represent how your customers can pay for your products. For example, you can configure Invoice, Credit Card, PayPal, ACH, SEPA, and more. *Certain payment options may require third-party integrations to be set up beforehand.

To configure a payment option:

  1. Navigate to Operations > Payment Options.
  2. Click Create New.
  3. Enter a Name and select the payment method from the Type drop-down list.
  4. Select an Integration in the case of an electronic payment option such as Credit Card. The integration set up at configure a payment integration will be displayed in the drop-down list. *You may skip this step if you only want to offer manual invoice payments.
  5. Check the Active checkbox and click Create.

Learn more about Payment Options.

Configure a billing policy​

Billing Policies control the generation, delivery, and processing of invoices and other billing documents. They specify the timing and methods for these activities to take place.

To configure a billing policy:

  1. Navigate to Operations > Billing Policies.
  2. Click Create New.
  3. Enter a Name and click Create.
  4. Click on the billing policy created to add billing rules.
  5. In the Billing Rules section, click Create New.
  6. Enter a Name, for example, "Invoice immediately".
  7. Under Type, select "Billing Trigger".
  8. Under Trigger Billing, select "Immediately".
  9. Check the Active checkbox and click Create.

Learn more about billing policies.

Set up your business entity​

A Business Entity represents a company within your organization that offers products to customers. keylight offers comprehensive capabilities for managing business hierarchies, legal entities, and subsidiaries. However, this guide focuses on the essential configuration steps for a single entity.

To create a business entity:

  1. Navigate to Operations > Business Entities.
  2. Click Create New and enter the Name of your business.
  3. Select a currency from the Base Currency drop-down list. See add a currency, if no currency is shown.
  4. Select a language from the Default Language drop-down list. See add a language, if no language is shown.
  5. Optional: Scroll down to the Layout section and select a Default Theme and Default Product Card Layout. See apply your brand to a theme and configure product card layouts, if no options are shown in the drop-down lists.
  6. Scroll down to the Billing section. Under Default Billing Policy, select the billing policy you just created in the previous task.
  7. Under Default Invoice Template, select an invoice template you configured in set up a document template.
  8. Click Create.