Auto-Scheduled Charge Cancellation

Release Date: 5th March 2026
Version: 1.5
Status: Live in Production under Ruh Care Inc. and Ruh Corp. Suborgs

🎯 Executive Summary

Cancelling Auto-Scheduled Charges for SP- & DB- Clients — All auto-scheduled invoices/charges for clients tagged with SP - or DB - prefixes are now automatically cancelled. Additionally, for DB - Headway clients, the cancelled invoices are also written off and the invoice status is marked as Paid.

✨ What's New

Auto-scheduled charges (invoices) are now automatically cancelled for all clients tagged with SP - or DB - prefixes. This prevents unintended automatic billing for clients under special programs or direct billing arrangements.

🚫 Auto-Charges Cancelled — All auto-scheduled invoices for SP- and DB- clients are cancelled automatically
🏷️ Tag-Based Detection — Uses the established tag prefix logic (SP - and DB -) to identify applicable clients
📋 Applies to All SP- & DB- Clients — No manual intervention required for charge cancellation

🔧 How It Works

Trigger Mechanism

When: The system detects an auto-scheduled charge/invoice for a client
Check: The system evaluates the client's tags for SP - or DB - prefixes
Action: If the client has an SP- or DB- tag, the auto-scheduled charge is cancelled

📋 Charge Removal Workflows

Workflow 1: SP- Tagged Clients

Applies to: All clients with the SP - tag prefix (e.g., SP - AJIC, SP - Direct Billing)

Step	Action	Result
1	Auto-scheduled charge detected	System checks client tags
2	`SP -` tag prefix found	Auto Charge Removed
3	Invoice Status	❌ Invoice remain Unpaid
4	No further action	Process complete

Note: For SP- clients, the invoice is cancelled only. No write-off is performed, and the status is not marked as paid.

Workflow 2: DB- Tagged Clients (Non-Headway)

Applies to: Clients with the DB - tag prefix who do NOT have the DB - Headway tag (e.g., DB - Other)

Step	Action	Result
1	Auto-scheduled charge detected	System checks client tags
2	`DB -` tag prefix found (non-Headway)	Auto Charge Removed
3	Invoice Status	❌ Invoice remain Unpaid
4	No further action	Process complete

Note: For non-Headway DB- clients, the invoice is cancelled only, following the same flow as SP- clients.

Workflow 3: DB - Headway Tagged Clients (Special Handling)

Applies to: Clients specifically tagged with DB - Headway

Step	Action	Result
1	Auto-scheduled charge detected	System checks client tags
2	`DB - Headway` tag found	Auto Charge Removed + Invoice write-off
3	Invoice written off	📝 Full amount written off on the invoice
4	Invoice Status	✅ Invoice status set to Paid

[!IMPORTANT] DB - Headway clients receive additional processing beyond cancellation. Their invoices are written off and the status is marked as Paid to ensure clean billing records, since these charges are covered under the Headway direct billing arrangement.

🏷️ Tag Detection Logic

Tag Identification for Charge Cancellation

Tag	Example	Auto Charge Cancelled?	Written Off?	Invoice Status Marked as Paid?
`SP -` prefix	`SP - AJIC`	✅ Yes	❌ No	❌ No
`SP -` prefix	`SP - Direct Billing`	✅ Yes	❌ No	❌ No
`DB -` prefix (non-Headway)	`DB - Other`	✅ Yes	❌ No	❌ No
`DB - Headway`	`DB - Headway`	✅ Yes	✅ Yes	✅ Yes (Paid)
No SP-/DB- prefix	`Self-Pay`	❌ No	❌ No	❌ No
No SP-/DB- prefix	`Headway`	❌ No	❌ No	❌ No
No tag	(empty)	❌ No	❌ No	❌ No

Tag Identification for Headway Emails for Sessions

Tag	Billing Explained Email (1st Session)	Extended Session Auto-Adjustment
`Headway`	✅ Sent on 1st session	✅ Triggered if extended session booked
`DB - Headway`	✅ Sent on 1st session	✅ Triggered if extended session booked
Non-Headway	❌ Not sent	❌ No auto-adjustment

Tag Matching Rules

Prefix matching for charge cancellation: SP - or DB - must appear at the start of the tag
Exact match for special handling: DB - Headway is checked specifically for the write-off + paid flow
Headway detection for emails: Any tag containing Headway triggers both the billing explained email and extended session check
Multiple tags: If a client has any SP- or DB- tag, charge cancellation applies

📋 Invoice Status Summary

After Auto-Charge Cancellation

Client Type	Invoice Status	Invoice Write-Off	Notes
SP- Clients	Unpaid	No	Auto Charge simply cancelled
DB- Clients (non-Headway)	Unpaid	No	Auto Charge simply cancelled
DB - Headway Clients	Paid	Yes	Invoice written off, and marked as Paid
Non-SP / Non-DB Clients	Unchanged	N/A	Auto-charges proceed as normal within 24 hours

🎁 Benefits to Team

For CCT Team

✅ Reduced Manual Work — No need to manually cancel auto-scheduled charges for SP- and DB- clients
📊 Clean Billing Records — DB - Headway invoices are automatically written off and marked as paid
🧠 Smart Automation — Tag-based logic ensures the right workflow is applied automatically

For Billing Team

💰 Prevented Incorrect Charges — Auto-charges for SP- and DB- clients are blocked before processing
📋 Proper Write-Offs — DB - Headway invoices are written off automatically, maintaining accurate financial records
⚡ Faster Processing — No manual review needed for charge cancellations on tagged clients

For Compliance

📄 Audit Trail — All cancelled and written-off invoices are recorded with proper status
✅ Consistent Process — Automated tag-based handling ensures uniform treatment across all SP- and DB- clients

For questions about this feature or to report issues, please contact:

Development Team: [email protected]

Last Updated: March 2026

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