Sesamy integrates with Billogram to handle invoice creation, delivery, and payment tracking. This article explains how the integration works, what happens at each stage of the invoice lifecycle, and what you can configure.

Billogram is a separate service with its own agreement and onboarding process. To get started, reach out to your Sesamy account manager. We will help you get set up with Billogram and connect the integration to your Sesamy account.

Once connected, Sesamy handles invoice creation. Whether those invoices are sent automatically or reviewed by your team first depends on your setup (see "Draft mode vs automatic sending" below). You manage day-to-day invoice settings and reminders directly in Billogram.

Sesamy creates an invoice in Billogram whenever it is time to charge a subscriber. This happens at two points:

On contract creation - when a new subscription is sold that uses invoice-based billing, Sesamy creates the first invoice immediately.

On renewal - for recurring contracts, Sesamy creates a new invoice at each renewal date.

You do not need to create invoices manually. Sesamy handles the timing based on your product and billing configuration.

When you first connect to Billogram, we typically start with draft invoices. In this mode, Sesamy creates the invoices in Billogram but does not send them. Your team can review each invoice before it goes out, making sure everything looks correct - amounts, delivery methods, subscriber details.

Once you are confident that the invoices are being created correctly, we can switch to automatic sending. In this mode, Sesamy creates and sends invoices without manual intervention.

Which mode you use is entirely up to you. Some publishers stay on draft mode permanently because they prefer to review every invoice. Others switch to automatic sending after a few weeks of review. Talk to your Sesamy account manager to change modes at any time.

Billogram supports multiple delivery methods. Sesamy selects the delivery method automatically based on the subscriber's details:

Email is the default. If the subscriber has a valid email address, the invoice is sent by email.

EDI/EHF is used automatically when an EDI number is available on the customer or contract. This is common for B2B subscribers and organisations that receive electronic invoices through their accounting systems.

Letter (postal mail) is used when Sesamy detects that the subscriber has a placeholder email address (an @sesa.my address), which indicates no real email is on file.

If you want to change the default delivery method for your account, contact your Sesamy account manager. We can adjust the default on request.

Once a subscriber receives their invoice, they can pay using the methods available through Billogram. These typically include regular bank payments (giro), Swish, and e-invoice, but the exact options depend on your Billogram setup.

For regular domestic payments, the money first goes into an account that Billogram has access to. This is what allows Billogram to automatically detect and match the payment to the correct invoice. The funds are then transferred to your account the next business day.

For a full overview of available payment methods and how to configure them, contact Billogram directly. Their team can walk you through what works best for your subscribers.

When a payment is received, Billogram notifies Sesamy and the invoice is marked as paid automatically. You do not need to update anything manually in Sesamy. The full invoice history - including status changes, payments, and reminders - is visible on the bill in the Sesamy portal.

Billogram supports international payments, but these work differently from domestic payments. For international invoices, your own bank account IBAN is used as the payment destination, so the money goes straight into your account. Because the payment does not pass through the Billogram-controlled account, it cannot be automatically matched and marked as paid.

If a subscriber pays from a foreign bank account, your team will need to log into Billogram and manually mark the payment as received. Once you do, the status syncs back to Sesamy as normal.

All reminder settings are managed directly in Billogram. This includes how many reminders are sent, the timing between them, and any fees applied. Sesamy does not control the reminder flow. Contact Billogram to set up reminders that match your preferences.

The look and feel of your invoices - logo, colours, layout, and messaging - is managed in Billogram. Contact Billogram to customise your invoice templates so they match your brand.

By default, Sesamy does not automatically cancel a subscription when an invoice goes unpaid. This is intentional. Unpaid invoices usually require manual intervention, whether that means contacting the subscriber, sending additional reminders, or deciding to write off the debt.

The subscription stays active while you handle the situation.

Configurable grace period. If you prefer automatic handling, we can configure a maximum grace period for your account. After the grace period expires, Sesamy will turn off the subscription automatically. The invoice will still exist in Billogram regardless of what happens to the subscription in Sesamy. If the subscriber pays after the subscription has been turned off, Sesamy will re-enable the subscription automatically.

Talk to your Sesamy account manager to set up a grace period that works for your workflow.

When an invoice is credited in Billogram, Sesamy marks the corresponding bill as paid on our side. The subscription continues as normal. A credit is treated as the invoice being settled - it does not affect the subscriber's access.

When an invoice is marked as a loss (written off) in Billogram, Sesamy marks it as expired on our end and the subscription is turned off. The subscriber loses access.

Note that the exact behaviour can vary based on your specific configuration. Discuss your preferred write-off handling with your Sesamy account manager during setup.

Unlike card or Vipps payments, invoice refunds cannot be issued directly from the Sesamy portal. This is because invoice refunds typically require a bank transfer to the subscriber, which needs to be handled outside of Sesamy. If a subscriber needs a refund on an invoice payment, your team will need to arrange the transfer separately and then update the invoice status in Billogram.

Will a subscriber with an email address receive the invoice by email automatically?
​Yes. Email is the default delivery method. As long as the email address is valid, the invoice is sent by email.

Will a subscriber without an email address receive a paper invoice automatically?
​Yes. If the email address is missing or is a placeholder (@sesa.my), Billogram will send the invoice by letter.

Will a subscription be cancelled automatically if an invoice is not paid?
​Not by default. Sesamy keeps the subscription active until you take action in Billogram (credit or write off the invoice). You can configure an automatic grace period if you prefer - talk to your Sesamy account manager.

Is there a grace period, and how long is it?
​There is no default grace period. You choose whether to enable one and how long it should be. This is configured together with your Sesamy account manager.

What should I configure in Billogram vs Sesamy?
​Sesamy handles invoice creation and subscription lifecycle. Billogram handles delivery, payment methods, reminders, and invoice styling. Think of it as: Sesamy decides when to invoice, Billogram handles how the invoice looks, how it reaches the subscriber, and how payment is collected. For anything related to payment options, reminders, or branding, Billogram is your first point of contact.

Need help? Contact your Sesamy account manager for anything related to invoice creation, subscription lifecycle, or the connection between the two systems. For payment methods, reminders, invoice styling, and other Billogram-specific settings, reach out to Billogram directly.