How to migrate Facebook Ads billing to Ignition

Purpose

This SOP outlines the detailed steps for migrating a client's Facebook Ads billing from their direct payment method to SWEAT Digital's internal billing system via Ignition. Its core purpose is to centralize ad spend payments, simplify billing for the client by consolidating into their weekly service fees, and ensure accurate tracking and reconciliation of ad expenditures.

Scope

This SOP applies to all SWEAT Digital clients who wish to transition their Facebook Ads billing to be managed and paid by SWEAT Digital, with the ad spend amount then recouped through their regular Ignition service fees. This process involves coordination between Support and Marketing.

Definitions

Roles & Responsibilities

Prerequisites

Before initiating this SOP, the following must be in place:

• Access to Facebook/Meta Ads Manager with admin/billing permissions for the client's ad account.
• Access to Ignition with permissions to add/modify client services and create Instant Bills.
• Access to Monday.com to update Client Bible.
• Access to Help Scout for client and internal communication.
• A pre-approved SWEAT Digital payment method ready for use in Ads Manager.

Triggers

This process is triggered by:

• A client request to migrate their Facebook Ads billing to SWEAT Digital.
• Internal decision to move a client to SWEAT billing for Facebook Ads.

Step-by-Step Process

1. Initial Client Bible Check & Internal Communication

• Action: Upon receiving the migration request, navigate to the Client Bible board on Monday.com.
• Check "Billing" Column:
  • If the "Billing" column for the client indicates "SWEAT," immediately contact the Support Manager for guidance on how to proceed. This indicates a pre-existing or special billing arrangement that requires specific handling before migration.
  • If the "Billing" column is blank (or indicates a non-SWEAT billing method), proceed with the standard workflow outlined in the following steps.
• Internal Notification: Inform the relevant Marketing Specialist and any necessary personnel (if applicable) about the impending billing migration.

2. Update Facebook Billing Migration Board on Monday.com

• Action: Navigate to the Facebook Billing Migration board on Monday.com.

  Add New Entry: Create a new entry for the client with the following information:

  • Client Name
  • Studio Email
  • Submitted Date
  • Change Date (This will be the client's next billing due date in Ignition)
  • Status: Set the initial status to "Progress."

3. Add Facebook Ads Spend Service in Ignition (Effective Next Billing Cycle)

• Action: Log into Ignition.
• Navigate to Client Account: Find the client's profile.
• Add Service via Instant Bill:
  • Use the "Instant Bill" feature to add a new service line item for "Facebook Ads Spend."
  • Set the appropriate billing frequency (e.g., weekly) and the method for calculating/tracking the ad spend (e.g., based on actual spend synced or a pre-agreed amount).
  • Ensure Next Billing Cycle: Crucially, confirm that this new arrangement for billing Facebook Ads spend will only apply from the client's next scheduled billing cycle in Ignition.

4. Client Communication

• Action: Communicate clearly with the client regarding the billing change.
• Inform Client: Send an email or message to the client (via their preferred communication channel, e.g., Help Scout) to confirm:
  • That all their previous invoices have been settled.
  • That SWEAT Digital will now directly pay for their Facebook Ads.
  • That their Facebook Ad spend will be consolidated and billed to them as part of their weekly service fees in Ignition, starting from their next billing cycle.

5. Ensure Support Notification Automation is Set

• Action: Immediately after setting up the Ignition service for the next billing cycle, ensure the automation for Support notification is correctly configured.
• Automation Trigger: The automation relies on the "Change Date" entered in the Facebook Billing Migration board on Monday.com. Crucially, verify that this date accurately reflects the client's next scheduled billing due date (e.g., June 30th).

6. Handle Outstanding Facebook Ads Manager Balance (Action on Next Billing Due Date)

• Action: On the exact day of the client's next scheduled billing due date in Ignition (e.g., if the next billing is June 30th, perform this on June 30th), check the Facebook Ads Manager account for any outstanding balance.
• Zero Out Balance:
  • Crucial: The Ads Manager balance needs to be zeroed out before SWEAT Digital's card becomes the primary payment method. This ensures SWEAT Digital does not pay for any of the client's prior ad spend.
  • Confirm Zero Balance: Verify that the Ads Manager balance is $0. This prevents any overlap or double billing for past ad spend.

7. Update Facebook Ads Manager Billing Information (Action on Next Billing Due Date)

• Action: On the exact day of the client's next scheduled billing due date in Ignition (e.g., if the next billing is June 30th, perform this on June 30th), log into the client's Facebook Ads Manager account.
• Navigate to Billing: Go to Ads Manager > Billing and Payments.
• Change Payment Method:
  • Add SWEAT Digital's designated payment card as the primary payment method.
  • Once SWEAT Digital's card is successfully added, remove the client's previous payment card from the account.
• Update Business Information:
  • In the Accounts section of Billing & Payments (or Business Info settings), ensure the business information is accurate.
  • Update with SWEAT Digital's Tax ID and Business Name.

8. Internal Updates & Monitoring & Final Board Update (Action on Next Billing Due Date)

• Action: On the exact day of the client's next scheduled billing due date in Ignition, update internal tracking systems.
• Update Client Bible: In the Client Bible on Monday.com, update the "Billing" column (and any other relevant notes) to reflect that Facebook Ads are now under "SWEAT Billing."
• Update Facebook Billing Migration Board: Navigate to the Facebook Billing Migration board on Monday.com and update the status of the client's entry to "Done."

Notes

• Communication is Key: Maintain transparent and clear communication with the client throughout the migration process to avoid confusion.
• Verify Zero Balance: It is critical to ensure the Facebook Ads Manager account balance is zeroed out before the new Ignition billing officially commences for ad spend to prevent billing discrepancies.
• Monitor First Bill: Pay close attention to the client's first Ignition bill after migration to ensure the Facebook Ads spend is accurately included and processed.

Tools Used

Templates