Billing Rules

Billing Rules allows users to adjust the spend Kion ingests from the cloud service provider billing exports. This allows customization to better meet users showback or chargeback needs by providing Markups, Discounts, or Rate Adjustments (currency conversion to USD) that can be applied across Billing Sources. As of 3.13, these rules can only be placed at the billing source level and can be applied to multiple billing sources at once. Criteria selection and additional customizations will expand in future releases.

Important Notes:

• Users with the new permission “Manage Billing Rules” will be able to create these rules, but those users will also need "Manage Billing Source" in order to apply a rule to the billing source(s).
• There is an additional “View Billing Rules” permission for organizations that want certain users to see the details of rules but not manage.
• These rules apply to all users of Kion regardless of permissions
• These rules apply to all spend seen in the application (spend reports, savings opportunities, project spend, etc..) with the exception being the billing source invoice tab. That view will remain true to the billing and invoice totals users expect from their CSPs.
• After saving a new rule, please allow Kion up to 20 minutes for it to reflect across the application. For some customers it may be instant.
• It is recommended that organizations with billing rules also lock their spend settings afterwards. Since these rules apply to all spend, it is generally expected that the billing rules are made with a particular spend setting in mind (such as List or Billed). For more information on these settings, please visit here.

Create billing rules steps

Users with the “Manage Billing Rules” permission can create billing rules by following the below steps:

1. Navigate to Reporting & Financials > Billing Rules
   1. Users who do not have the Manage or View Billing Rules permission will not see this sub-page
2. Select “Add” in the top right of the page
3. Assign a rule name, description, and the criteria for the rule (single or multiple billing sources)
   1. If your organization has multiple billing rules, we recommend being specific with the name in order to maintain clarity on the impact of the rule (ex: Reseller Markup for Azure Spend)
   2. The criteria as of 3.13 is only for billing sources. For organizations with a reseller, those discounts commonly align with the billing data at the billing source level (management account for the CSPs)
4. After the initial criteria is selected, Rule Timeframe and Rule will appear.
   1. Timeline - select the start month and end month for the rule. If the rule is tied to a specific contract or date, you can use months to dictate start and end dates. If this rule has no specific end date, the user can select “Never Ends”, which will keep the rule active each month going forward.
      1. Month selections are inclusive - Start Month of May and End Month of June would apply the rule for all spend in both months.
   2. Rule - Users can select Markup, Discount, and Rate Adjustment
      1. Markup Example: A $10.00 service spend with a 10% markup results in $11.00. Calculation: $10.00 + ($10.00 * 0.10) = $11.00
      2. Discount Example: A $10.00 service spend with a 10% discount results in $9.00. Calculation: $10.00 - ($10.00 * 0.01) = $9.00
      3. Rate Adjustment Example: €100.00 converted to USD with a 1.10633 exchange rate results in $110.63. Calculation: €100 * 1.10633 = $110.63
      4. Users cannot input “%” as an input. Expected values will only be numbers (10, 5.5, 2.5), and the %s or adjustments are implied in the UI.
5. Confirm Create Billing Rule - The user will acknowledge the impact of this rule and an up to 20 minute delay before it reflects in Kion. The user will check the box and select “Create” to complete the rule.

Managing Billing Rules

After a rule or multiple rules are in place, users with permission can manage these rules by editing or deleting:

1. Navigate to Reporting & Financials > Billing Rules
2. Use the filter selections or keyword search to identify the rule to manage
   1. Additional details on the rules, such as criteria, creator, and description will be visible in each billing rule row
3. Click the three dot menu next to the rule to manage
   1. Edit - this will open the billing rule details where the specifics of the rule can be edited. This means users can edit the dates, criteria, or the rule itself.
      1. After changes are made, the user selected “Update” to save the new version of the rule.
   2. Delete - if a mistake was made during create or the rule is no longer necessary, users can delete a rule. The user will be prompted with a confirmation before the rule is deleted. Please note this cannot be undone and all previously modified financials will reflect spend without the rule.