How meetings are counted and billed in Rainmaker

Rainmaker charges an outcome fee only for qualified meetings. It never claims that a call took place: it goes by what the calendar shows. This guide explains how a meeting moves from booked to qualified, and how to take one back off your bill.

A meeting gets into the ledger in two ways: when someone clicks Book it in the inbox (see how to handle replies and book meetings), or when Rainmaker finds an event on your connected calendar that one of your leads is invited to.

1. Open the Meetings ledger

Click Inbox & Meetings in the sidebar, then the Meetings tab. The ledger shows one month at a time; pick another month at the top. Four counts sum it up: Booked, Qualified ("Accepted and elapsed"), Needs attention ("Upcoming or unanswered") and Protected ("Cancelled or disputed").

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2. Read each meeting's status

Each meeting shows its time, campaign, status and fee. The status follows the calendar:

• Confirmed: the prospect accepted, and the meeting is still ahead.
• Awaiting reply: the prospect has not answered the invitation yet (Tentative if they marked it as maybe).
• Qualified: the prospect accepted and the meeting time has passed.
• Needs follow-up: the time passed without an accepted invitation.
• Declined, Cancelled or Disputed.

The prospect's answer reaches Rainmaker as the calendar's accept, decline or tentative email.

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3. Check when a meeting qualifies

Click a meeting to see its timeline: Booked, Scheduled, RSVP and Outcome fee. A meeting is qualified when all of these are true:

• the prospect accepted the invitation;
• the scheduled start has passed;
• the meeting was not cancelled or disputed.

Qualified meetings are billed once a day, so the fee can show Billing pending for up to a day before it reads Billed $25. Each lead is billed for one meeting at most, however many meetings you book with them.

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4. Follow up a no-show

A meeting whose time passed without an accepted invitation shows Needs follow-up. It is never billed. Click Draft follow-up to have Rainmaker write a follow-up email; it waits in the campaign inbox for your approval, like every other reply.

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5. Cancel a meeting

Click Cancel event and confirm. Rainmaker asks your calendar provider to cancel the event and reverses any fee billed for the meeting. A meeting cancelled in the calendar itself is reversed the same way.

Outreach to that lead stays paused after a cancellation. Click Resume outreach on the meeting when you want the sequence to continue. For a meeting Rainmaker found on your calendar that is not a real sales meeting, use Not a real meeting instead: it stops counting, any fee is reversed and outreach resumes.

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6. Dispute a meeting

If a meeting should not count, an owner or admin can dispute it under Dispute outcome on the meeting. Pick a Reason (Not qualified, Duplicate, Cancelled by prospect, Wrong attribution or Other), add a Note if you like, click Record dispute and confirm. The meeting is removed from billing for good and any fee is reversed. A dispute cannot be undone.

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7. See the fee on your bill

Owners and admins can open Settings, then Billing. Under your plan, This month shows Qualified meetings: how many are billable, at $25 each, and what they come to after the cap. Click the Invoice breakdown row to open it: it lists the Qualified meeting fee with the number of billable meetings. The Meeting ledger row below it shows how many meetings are billable this period and opens this month's Meetings ledger. The fee is $25 per qualified meeting, but all meeting fees together are capped at 20% of the subscription subtotal. In this example, one meeting is billed $17.20 because the cap is lower than $25. See pricing for the full price list, and Insights for what each qualified meeting costs you overall.

Because the cap applies to the month's total, disputing or cancelling a meeting lowers your bill only when the meeting fees were below the cap.

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To clear a false match, resume outreach or follow up after a no-show, see manage meetings after booking.