Configure Backdated Usage

You can configure backdated usage for metered Products by using the Invoice Issuance Mode setting in Advanced Billing. This setting controls whether Invoices that include metered usage or Maxio Metered Products issue automatically or enter a Pending state for manual review and issuance.

This workflow helps you review and finalize usage-based charges before sending Invoices to Customers.

Step 1: Enable backdated usage and set the site default

1. From Advanced Billing, go to Settings > Invoices.
2. In the Backdated Usage section, turn on Allow Backdated Usage.
3. Enter a Grace Period: the number of days in the past that usage can be reported for billing. This same value also controls how long an Invoice can sit in the Pending state before Maxio issues it automatically — see Step 6: Issue pending invoices.
4. Under Invoice Issuance Mode, select the default behavior:
   • Immediate
     Invoices issue immediately upon creation. This is the default setting.
   • Pending
     Invoices without metered Products issue normally. Invoices with one or more metered Products enter the Pending state.
5. Save your changes.

Step 2: Override the setting on a subscription (optional)

Subscriptions inherit the site default automatically, but you can override this setting on an individual Subscription.

1. Open the Subscription.
2. Locate the Invoice Issuance Mode option.
3. Select one of the following:
   • Site Default
     Use the site-level Invoice Issuance Mode setting.
   • Pending
     Hold usage-based Invoices in Pending.
   • Immediate
     Issue usage-based Invoices automatically, even if the site default is Pending.

Step 3: Record backdated usage

1. From the Subscription View, click Products.
2. Locate the Product, click the More icon (...), and select Record Usage.
3. Open the pending Invoice, then select More Options > Recalculate.

The pending Invoice updates with the recorded usage. If you recorded a negative amount to correct earlier usage, see Understand negative usage corrections for how Recalculate re-prices the line.

Step 4: Review pending invoices

1. Go to Billing > Invoices.
2. Apply the Pending (Issuance Pending) filter.

This filter shows only Invoices created when Invoice Issuance Mode is set to Pending.

Step 5: Update non-usage fields (optional)

While an Invoice is Pending, you can update non-usage fields, including:

• PO Number
• Memo
• External ID
• Notes

Usage quantities and totals cannot be modified after the Invoice enters the Pending state.

Step 6: Issue pending invoices

Maxio automatically issues a Pending Invoice once it's been pending longer than your configured Grace Period, using the same Issue Date and Due Date rules described in Step 7: Understand date behavior.

Before that happens, you can also issue a Pending Invoice yourself, individually or in bulk from the Subscription's Invoices tab: select one or more Pending Invoices and click Issue N Invoice(s) Now. There is no separate Issue Pending Invoice button.

Step 7: Understand date behavior

When a Pending Invoice is issued, whether automatically or by hand:

• Maxio sets the Issue Date to the date it was issued.
• Maxio recalculates the Due Date as the Issue Date plus the configured Net Terms.

Understand negative usage corrections

If you record a negative usage amount to correct an earlier over-report, Recalculate reduces the Invoice line to the corrected net quantity rather than simply subtracting the negative amount from the line total. This matters for Products priced with tiered, volume, or stairstep pricing, since the price per unit changes with the quantity: recalculating re-prices the whole corrected quantity through the Product's pricing tiers, so the new line amount reflects the tier the corrected quantity actually falls into. Any tax or coupon discount on that line is also recalculated against the corrected amount.

For example, on a volume-priced Product at $10/unit for 1–10 units and $18/unit for 11–20 units, 15 reported units bill at $18/unit ($270). Correcting that down by 7 units nets 8 units, which falls back into the 1–10 bracket — Recalculate reprices the line at $10/unit ($80), not at the original $18/unit rate. A stairstep Product behaves the same way, except each bracket's price is a flat total for the whole bracket rather than a per-unit rate.

This automatic correction applies only while the Invoice is still in its original Pending state from Subscription signup, for Subscriptions billed at a single frequency. It doesn't run, and Recalculate leaves the line unchanged, in a few other cases: after the Subscription has renewed, when a Product's usage is billed through certain external tax integrations, when a Product's price point changed since the usage was first recorded, or when the correction spans further back than the Invoice's current billing period. In any of these cases, contact support if a correction needs to be applied manually.

Related information

For what Backdated Usage does and which Invoices it affects, see Understand Backdated Usage for Metered Products.