Billing
Billing is based on the number of active portfolios managed by the organization. A portfolio is immediately active from the moment of its creation. A portfolio is always managed by one program. Usually, this is the organization that created the portfolio (or where the portfolio was created at launch), but the billing of a portfolio can also be taken over.
The number of active portfolios is determined on the last day of each month. Through User Management you can find an overview of the active portfolios. Here you will also find the exact date of the reference date.
The easy way to keep keep track of the administration, is to schedule two moments per month to check everything. This way, you'll make sure you're not paying for portfolios that aren't being used and avoid unnecessary costs for your organization.
Moment 1: at the beginning of the month
Check which portfolios are active
Transfer billing or stop billing portfolios that are no longer active in your organization
Moment 2: at the end of the month - beofre the reference data (last day of the month)
Check whether the takeover requests have been accepted. If not yet, you can deactivate the portfolio. Then it is up to the new organization to reactivate the portfolio.
Deactivate portfolio that (temporarily) stop their (pre)training. If you deactivate them before the reference data, you do not have to pay for that month. (e.g. you deactive a portfolio on October 29, then you will not receive an invoice for October for that portfolio)
Does your organization pay annually? Then the number of active portfolios will be determined prior to the start of the training year, and the cost will be calculated accordingly.
Management of a portfolio can be transferred to another organization which also transfers the billing. Transferring billing is only possible to organizations with which we have a billing relationship.
Should a portfolio owner move to a organization that Reconcept EPA does not have an invoicing relationship with, please agree among yourselves who is responsible for payment for this period.
To transfer the billing of a portfolio, take the following steps:
Navigate to User Management
Search via All users in this derpartment for the user whose portfolio billing is being transferred
Choose the user and click transfer billing
Choose the organization
Note that the organization receiving the transfer request must approve it before the final transfer takes place. If this approval has not taken place before the reference date, the portfolio may still be billed to the pervious organization.
Portfolio management and billing can be taken over by another organization. This can be done in two ways: actively taking over or waiting for a request to take over from another organization.
1) Actively taking over:
To do this, add the user to the organization via the green Add New User button. Based on the Dutch BIG number or email address, you'll find the corresponding user. Then add them to your organization. In the Take Over Billing section for existing portfolio, you have the choice to take over the management of the portfolio. To do so, click on the slider behind the relevant portfolio.
2) Honor request to take over:
These request are visible via User Management > Request waiting for your approval. You can accept a request using your personal PIN.
Portfolio billing is stopped when a portfolio is deactivated or completed. A portfolio user who termporarily stops using the portfolio can remain in the organization. There is no charge when the portfolio is deactivated. Does a user permanently stop the training? Then this person's role can alse be removed form the organization. More information about deactivating a portfolio can be found at: user management
The number of active portfolios is determined on the last day of each month. Through User Management you can find an overview of the active portfolios. Here you will also find the exact date of the reference date.
Keeping an overview of your billing
The easy way to keep keep track of the administration, is to schedule two moments per month to check everything. This way, you'll make sure you're not paying for portfolios that aren't being used and avoid unnecessary costs for your organization.
Moment 1: at the beginning of the month
Check which portfolios are active
Transfer billing or stop billing portfolios that are no longer active in your organization
Moment 2: at the end of the month - beofre the reference data (last day of the month)
Check whether the takeover requests have been accepted. If not yet, you can deactivate the portfolio. Then it is up to the new organization to reactivate the portfolio.
Deactivate portfolio that (temporarily) stop their (pre)training. If you deactivate them before the reference data, you do not have to pay for that month. (e.g. you deactive a portfolio on October 29, then you will not receive an invoice for October for that portfolio)
Does your organization pay annually? Then the number of active portfolios will be determined prior to the start of the training year, and the cost will be calculated accordingly.
Transfer billing
Management of a portfolio can be transferred to another organization which also transfers the billing. Transferring billing is only possible to organizations with which we have a billing relationship.
Should a portfolio owner move to a organization that Reconcept EPA does not have an invoicing relationship with, please agree among yourselves who is responsible for payment for this period.
To transfer the billing of a portfolio, take the following steps:
Navigate to User Management
Search via All users in this derpartment for the user whose portfolio billing is being transferred
Choose the user and click transfer billing
Choose the organization
Note that the organization receiving the transfer request must approve it before the final transfer takes place. If this approval has not taken place before the reference date, the portfolio may still be billed to the pervious organization.
Taking over billing
Portfolio management and billing can be taken over by another organization. This can be done in two ways: actively taking over or waiting for a request to take over from another organization.
1) Actively taking over:
To do this, add the user to the organization via the green Add New User button. Based on the Dutch BIG number or email address, you'll find the corresponding user. Then add them to your organization. In the Take Over Billing section for existing portfolio, you have the choice to take over the management of the portfolio. To do so, click on the slider behind the relevant portfolio.
2) Honor request to take over:
These request are visible via User Management > Request waiting for your approval. You can accept a request using your personal PIN.
Stop billing
Portfolio billing is stopped when a portfolio is deactivated or completed. A portfolio user who termporarily stops using the portfolio can remain in the organization. There is no charge when the portfolio is deactivated. Does a user permanently stop the training? Then this person's role can alse be removed form the organization. More information about deactivating a portfolio can be found at: user management
Updated on: 07/04/2025
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