Deterministic calculations
Amounts, dates, proration, and invoice identities follow reviewable rules—not an AI guess.
How BillCadence works
From subscription change to reviewed, posted, and reconciled invoice.
BillCadence creates a controlled layer between changing customer subscriptions and QuickBooks Online or Xero. It organizes future billing intent, prepares invoices for review, posts approved invoices, and reconciles the result—while your accounting system remains the source of truth.
Customer subscriptionAcme Analytics
Review requiredEffective dateApproved changeBilling impact
Base subscription$8,000 / month
+25 seats+$1,000 / month
Internal invoice previewSeptember 2026
- Base subscription
- $8,000.00
- 25 seats · Sep 16–30
- $500.00
- Invoice total
- $8,500.00
Reviewed Post to QuickBooks Online Reconcile
The complete workflow
Move into controlled billing without starting over.
The private-beta workflow is designed to make assumptions visible, earn trust before cutover, and keep a person in control of production billing.
- 01
Connect QuickBooks Online or Xero
Bring in the repeating invoice templates and relevant billing history that describe how customers are billed today.
Your accounting system remains the financial source of truth throughout the process.
- 02
Prepare schedules for review
Use existing billing context to prepare initial customer subscription schedules rather than rebuilding every relationship from a blank page.
Inferred terms and incomplete records stay visible for review instead of being silently treated as correct.
- 03
Review and cut over safely
Confirm the schedules, compare expected billing with the current process, and resolve exceptions before BillCadence takes responsibility for future billing intent.
Corresponding repeating templates are disabled only as part of an approved, controlled cutover.
- 04
Manage effective-dated changes
Apply seat changes, add-ons, upgrades, downgrades, renewals, pauses, cancellations, pricing, and customer-specific terms on the dates they take effect.
Keep the notes and supporting documents behind each approved action with the change. For mid-cycle changes, BillCadence calculates the appropriate prorated charge or credit.
- 05
Preview and approve internal invoices
Prepare the invoice inside BillCadence, review what changed, and resolve anything that needs attention before it reaches the ledger.
Production invoices require human approval throughout the private beta.
- 06
Post and reconcile
Create the approved invoice in QuickBooks Online or Xero, then compare the posted result with the approved billing intent.
Matched invoices complete the run; differences surface as exceptions that can be investigated and explained.
What stays under your control
Automation should remove repetition—not judgment or accountability.
Human approval
During private beta, a person decides what is ready to become a production invoice.
Visible exceptions
Incomplete terms, posting differences, and items needing judgment are separated from routine billing.
Traceable billing context
See what changed, why it changed, and which approved terms and supporting records produced an invoice.
A clear system boundary
BillCadence manages intent. Your accounting system remains the ledger.
BillCadence adds subscription-aware control without trying to replace the financial system your team already uses and trusts.
BillCadenceQuickBooks Online or Xero
Subscription schedulesPosted invoices
Effective-dated changesPayments and credits
Internal invoice previewsFinal tax behavior
Approval and posting intentAccounting books
Reconciliation and exceptionsFinancial source of truth
Integrations
Keep your billing data moving.
BillCadence works with the financial systems you already rely on—bringing billing context in, sending approved invoices back, and creating a cleaner path to subscription analytics.
QuickBooks Online
Use existing customers, products, repeating transactions, and billing history to prepare subscription schedules. Approved invoices return to QuickBooks Online, where your posted financial records remain.
Xero
Turn existing Xero billing context into controlled subscription schedules, then create approved invoices in Xero while keeping it as the source of truth for your accounts.
ChartMogul
BillCadence streamlines the path from QuickBooks Online or Xero into ChartMogul—with more consistent subscription and invoice data and less manual mapping and cleanup before recurring-revenue reporting.
See how BillCadence, SaaSync, and ChartMogul work together.
Integration capabilities will expand throughout the private beta. Join the beta to tell us which workflows matter most to your business.
Workflow questions
What finance teams usually want to know.
What happens to our existing repeating invoice templates?
BillCadence is expected to read existing templates and relevant billing history to prepare initial subscription schedules. After review and controlled cutover, the corresponding native templates are disabled so the same invoice is not created twice.
Does BillCadence post invoices automatically?
Not during the private beta. BillCadence prepares an internal invoice first, and a person must approve production billing before an invoice is created in QuickBooks Online or Xero. Policy-based approval may be considered later only after the workflow has earned sufficient trust.
Can we review billing before cutover?
That is the intended onboarding path. Initial schedules and expected invoices are reviewed before BillCadence becomes responsible for future billing intent, with a comparison or shadow-billing period used where appropriate.
How does proration work?
A mid-cycle seat, product, upgrade, downgrade, or add-on change is applied on its approved effective date. BillCadence calculates the partial-period charge or credit and preserves or changes the service-period anchor according to the approved subscription terms.
Does BillCadence replace QuickBooks Online or Xero?
No. BillCadence manages future subscription schedules and invoice intent. QuickBooks Online or Xero remains the source of truth for posted invoices, tax behavior, payments, credits, and the accounting books.
What happens when the posted result differs from what was approved?
BillCadence reconciles the posted invoice with the approved internal invoice. A difference remains visible as an exception so it can be investigated rather than quietly treated as a successful billing run.
Will BillCadence repair our historical subscription data?
BillCadence uses existing billing context to support onboarding, but its primary responsibility begins at controlled cutover: keeping future billing intent organized, reviewable, and reconciled.
Private beta
Bring us a real QuickBooks Online or Xero billing workflow.
The private beta is free, and production invoices require human approval. Work directly with the team while helping shape a safer path from changing subscriptions to the ledger.