Billing as a Service (Baas) vs. Billing Software

Billing as a Service (BaaS) vs. Billing Software

VITALITY provides our clients with two types of billing solutions. The first is Billing as a Service (BaaS) and the second being our Billing Software solution. This blog highlights the differences between the two and aims to provide the information needed in order for you to make a decision. 


As mentioned above, VITALITY provides two different forms of utility billing solutions. These solutions are the “right-fit” for all of our clients and it will depend on your current processes and the workflows you wish to create going forward. While both solutions are native to the VITALITY platform, costs, expectations, and tasks will be different depending on the avenue you choose. VITALITY has years of experience in working with commercial and residential organizations of all sizes to perform utility billing in an automated and streamlined manner. This blog aims to show you the differences between Billing as a Service (BaaS) vs. Billing Software and provide you the information you need to make a decision. 

Billing as a Service (BaaS) - What is it?

Intro to Billing as a Service

Simply stated, Billing as a Service is a solution in which the VITALITY team will generate and send out all invoices. This is a professional service where we work with our clients to create devices, properties, units, add tenants, create billing rates and bill schedules, and then post invoices. This allows our clients to have very little “hands-on” in the billing process. 

Billing as a Service (BaaS) is a business model that provides companies with a comprehensive and outsourced solution for managing their billing and invoicing processes. In essence, BaaS allows businesses to delegate the complexities of billing, subscription management, and revenue tracking to a specialized third-party service provider. This approach enables organizations to streamline their financial operations, reduce the burden of administrative tasks, and focus on their core competencies.

VITALITY offers a range of services, including automated invoicing, subscription billing, payment processing, and revenue recognition. The goal is to enhance efficiency, accuracy, and compliance in financial transactions, while also adapting to the evolving landscape of a subscription-based models. By leveraging Billing as a Service, companies can scale more easily, improve customer satisfaction through transparent billing practices, and gain insights into their financial performance through robust reporting and analytics.

BaaS allows our clients to stay “hands-off” during the utility billing process. If you choose our BaaS solution, the only manual labor that a property manager will need to perform is simply clicking “post” on the invoices once a month. The VITALITY support team will also be able to assist you and your tenants with utility billing questions and concerns. 

Pros and Cons


  1. Efficiency: BaaS streamlines billing processes, automating tasks such as invoicing, payment processing, and subscription management. This efficiency allows businesses to focus on core operations rather than dedicating significant resources to billing-related tasks.

  2. Scalability: BaaS solutions are often scalable, accommodating the growth of a business. As the volume of transactions increases, the system can adapt to handle higher workloads without the need for extensive manual intervention.

  3. Cost Savings: Outsourcing billing functions to a BaaS provider can lead to cost savings. Businesses can avoid the expenses associated with developing and maintaining an in-house billing system, including software development, hardware, and personnel costs.

  4. Accuracy and Compliance: BaaS providers are typically specialized in billing processes and are equipped to ensure accurate and compliant financial transactions. This reduces the risk of errors, billing disputes, and non-compliance with financial regulations.

  5. Focus on Core Competencies: By delegating billing responsibilities to a BaaS provider, businesses can concentrate on their core competencies and strategic goals, rather than getting bogged down by the intricacies of billing operations.

  6. Time Commitment: BaaS takes very little time commitment for our clients and allows them to spend their time in other avenues. 


  1. Dependency on Third-Party: Relying on a BaaS provider means entrusting a critical aspect of the business to an external entity. This dependence can pose risks if the provider faces technical issues, downtime, or other disruptions. VITALITY overcomes these challenges by keeping a 99.9% uptime guarantee. 

  2. Cost Structure: While BaaS can lead to cost savings, it’s essential for businesses to carefully analyze the pricing structure of the service. Some BaaS providers may charge fees based on transaction volume, and costs can increase as the business grows.

  3. Integration Complexity: Integrating a BaaS solution with existing systems and workflows can be complex. It may require time and resources to ensure seamless connectivity and data exchange between the BaaS platform and other business applications.

How does pricing work for Baas?

VITALITY uses a “per invoice” pricing structure when using our BaaS model. This means that once a batch of invoices is sent out we will wait a few weeks and send you an invoice depending on the number we sent out. Other fees can include: Late fees, move-ins and move-outs, and invoice postings. While VITALITY will not make the decision for you, we are able to add any of the costs as “pass-ons” to your tenants. 

Billing Software - What is it?

Billing Software is a comprehensive solution that empowers businesses to independently manage their invoicing, billing, and subscription processes through a dedicated software platform. Unlike Billing as a Service (BaaS), where these functions are outsourced to a third-party provider, Billing Software places the control and responsibility directly in the hands of the client.

Simply put – Billing Software is an option VITALITY provides where we give you a subscription to our billing software, we train the users, and the users will then perform all of the billing tasks month to month. 

With Billing Software, companies typically purchase an annual subscription to the software, gaining access to a suite of tools and features that facilitate the entire billing lifecycle. This includes functionalities such as automated invoicing, subscription management, payment processing, and financial reporting. The software is designed to streamline and automate repetitive billing tasks, reducing manual effort and enhancing overall efficiency.

By utilizing Billing Software, businesses have the flexibility to customize and configure their billing processes according to their specific needs. This level of autonomy allows for greater control over pricing models, subscription plans, and invoicing schedules. Moreover, Billing Software often integrates with other business systems, facilitating a cohesive and interconnected approach to financial management.

Pros and Cons


  1. Autonomy and Control: Billing Software gives businesses full control over their billing processes. Organizations can customize pricing models, subscription plans, and invoicing schedules according to their specific needs and business strategies.

  2. Customization: Businesses can tailor the Billing Software to align with their unique requirements. This flexibility allows for the incorporation of specific features, branding elements, and workflow adjustments to better suit the company’s operations.

  3. Cost Savings: By using Billing Software, businesses can avoid the ongoing fees associated with outsourcing billing functions. This can result in cost savings over time, especially for companies with the expertise and resources to manage billing processes internally.

  4. Integration Capabilities: Many Billing Software solutions offer integration with other business systems, such as CRM or accounting software. This integration streamlines data flow and enhances overall business efficiency by creating a cohesive ecosystem.

  5. Real-Time Insights: Billing Software often provides real-time reporting and analytics, giving businesses immediate insights into their financial performance. This data-driven approach enables informed decision-making and helps businesses adapt quickly to changing market conditions.


  1. Implementation Complexity: Deploying Billing Software may involve a learning curve and require time for implementation. The complexity of the software setup and integration can be a challenge, especially for businesses without dedicated IT resources.

  2. Maintenance Responsibility: Businesses using Billing Software are responsible for software maintenance, updates, and troubleshooting. This can be time-consuming and may require ongoing technical support to address issues and ensure the software operates smoothly.

  3. Resource Allocation: The use of Billing Software may necessitate allocating internal resources for training staff and managing the software. This can be a consideration for businesses with limited personnel or those seeking to minimize the time spent on non-core activities.

  4. Scalability Challenges: Some Billing Software solutions may face scalability challenges as businesses grow. It’s important to evaluate whether the chosen software can effectively handle an increasing volume of transactions and evolving business requirements.

How does pricing work for billing software?

The pricing for Billing Software is based off an annual software subscription that will give you access to all of the billing functions of the VITALITY software. Once qualified, our support team will assist you in setting up your billing and training you on the software to provide you will all the tools you will need going forward


Billing as a Service (BaaS) and the VITALITY Billing Software are two excellent solutions depending on the needs and wants of your organization. While BaaS takes everything out of your hands and VITALITY will do all the hard work, the Billing Software is a great option to leave the billing in your hands, but still gives you all the tools necessary to perform billing every single month. If you wish to learn more about either solution, schedule a demo below!

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