Setting Up Department-Based Billing

This article shows you how to set up separate billing for different departments or cost centres within your Web60 account.

Understanding Department Billing

Department billing lets you track costs separately for different parts of your business. Each department can have its own websites and users, but billing stays under your main account. This is useful for agencies, multi-location businesses, or companies that need to charge back web hosting costs.

Step 1: Enable Multi-Site Management

1. Log into your Web60 portal
2. Click on "Account Settings" in the left menu
3. Find the "Multi-Site Management" section
4. Click "Enable Department Billing"
5. Choose your billing frequency (monthly or annual)

Once enabled, you'll see a new "Departments" tab in your portal.

Step 2: Create Your First Department

1. Click the "Departments" tab
2. Click "Add New Department"
3. Enter a department name (like "Marketing" or "Dublin Office")
4. Add a cost centre code if you use them in your accounting
5. Set a monthly spending limit if needed
6. Choose whether this department can create new websites
7. Click "Create Department"

The new department appears in your list with its own billing code.

Step 3: Assign Websites to Departments

1. Go to "Websites" in your portal
2. Click the settings icon next to any website
3. Find the "Department Assignment" dropdown
4. Select the correct department
5. Click "Save Changes"

The website now appears under that department's billing. You can transfer website ownership completely if needed.

Step 4: Add Department Users

1. Go to the "Departments" tab
2. Click "Manage" next to the department
3. Click "Add User"
4. Enter their email address
5. Set their permission level (View Only, Editor, or Admin)
6. Choose which websites they can access
7. Click "Send Invitation"

Users get an email to join that department. They can only see websites and billing for their assigned department.

Step 5: Set Up Department Billing Reports

1. In the "Departments" tab, click "Billing Reports"
2. Choose your report frequency (weekly or monthly)
3. Add email addresses for each department manager
4. Select what to include (usage, costs, invoices)
5. Click "Save Report Settings"

Each department gets separate reports showing only their costs. You still receive master reports for everything.

Managing Department Permissions

Department admins can create new websites, manage users, and view billing for their department only. Editors can modify websites but not create new ones or manage billing. View Only users can see websites and reports but cannot make changes.

Your main account keeps full control over all departments. You can move websites between departments, change spending limits, and disable departments at any time.

If you're still stuck with setting up department billing, contact our support team. Include your account email and which departments you want to create.

FAQ

Q: Can departments pay separately with their own credit cards?

A: No, all billing goes through your main account payment method. You receive separate cost breakdowns for internal charging.

Q: What happens if a department reaches its spending limit?

A: New website creation stops for that department, but existing websites keep running. You get an email notification when limits are reached.

Q: Can department users see other departments' websites?

A: No, department users only see websites and billing for their assigned department. Only your main account sees everything.

Q: How do I move a website from one department to another?

A: Go to your website settings, change the "Department Assignment" dropdown, and click save. Billing transfers immediately to the new department.

Q: Can I delete a department after creating it?

A: Yes, but you must first move all websites to other departments or your main account. Users lose access when departments are deleted.

Q: Do departments get separate invoices?

A: No, you receive one invoice with department costs broken down. Each department gets usage reports but not separate invoices.

Q: Can department admins cancel websites?

A: Yes, department admins can cancel websites within their department. The main account gets notified when this happens.