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Pricing & Billing
SOP: PRICING & BILLING DASHBOARD
Effective Date: January XX, 2026
Objective: Validate customer pricing, apply approved discounts, and generate API commands for billing.
1. Dashboard Layout (Color Code)
The sheet is divided into 5 functional zones moving from left to right.
Blue Zone (Raw Ingestion): Contains client names, IDs, and contract dates pulled from the database.
- Rule: Read Only. Do not edit. If data is wrong, update the source system (CRM/Salesforce).
Orange Zone (Logic/Pricing Matrix): Contains the “List Price” calculated automatically based on 2026 Rate Cards and FX adjustments.
- Rule: Read Only. These formulas are locked to ensure consistency.
Red Zone (Overrides): Manual adjustments for legacy contracts, promos, or service recovery.
- Rule: Input Required for Changes. Users must select a valid Reason Code (PROMO_FIRST, SERVICE, or DEALER) to validate an override price.
Green Zone (Tax & Audit): Automated tax calculations (based on Region) and final total checks.
- Rule: Verify. Check that the “Tax Status” is correct (e.g., “Standard” or “Exempt”).
Purple Zone (Stripe Payload & Audit Gate): The final “Go/No-Go” decision and the code sent to the billing provider.
- Rule: Status Check. This zone confirms if the row is safe to process.
2. Operational Process
Follow these steps for every billing cycle:
1. Check Contract Dates (Blue Zone): Scan the Period End column.
- If a date is highlighted Red, the contract has expired. The Audit Gate will show FATAL: CONTRACT
EXPIRED. Do not bill. - If a date is Yellow, the contract expires within 30 days. Flag this to the Account Manager.
2. Review Pricing (Red Zone): Enter custom prices only in the Override column (White Cells).
- Mandatory: You must select a Reason Code from the dropdown.
- Note: Adding a comment is required for audit trails (e.g., “Approved by VP”).
3. Validate Output (Purple Zone): Review the Approval and Checksum columns.
- Green (“PASS”): Row is approved. No further action needed.
- Yellow (“REVIEW”): Triggered by variance. Verify comments and Reason Code before proceeding.
- Red (“FATAL”): Transaction is blocked. Correct the issue in the Red Zone (e.g., fix a $0.00 charge or a Governance Lock for excessive variance).
3. Troubleshooting Visual Alerts
Red Background (Hard Stop): Critical error (e.g., FATAL: VOIDING REVENUE).
- Action: You cannot proceed. Fix the input or remove the row from the batch.
Yellow Background (Warning): Price varies from standard list.
- Action: Ensure a valid Reason Code is listed. If variance is too high, system may trigger a GOVERNANCE LOCK.
4. General Rules
- No Forced Billing: Never manually override a “FATAL” error. Always fix the upstream data (Price, Date, or Reason Code) to resolve the error.
- Checksum Integrity: The Checksum must reflect “PASS”.