Merge pull request #3959 from consideRatio/pr/update-docs-billing

docs: indicate .billing.paid_by_us as source of truth

docs/howto/bill.md

@@ -1,9 +1,13 @@
 # Calculate how much cloud infrastructure costs
 
-We have several contracts where we pay for our users' cloud bills, and then
-invoice them for it. This is done with help from CS&S that we interact with
-regarding this in the `#billing` slack channel after updating a [spreadsheet for
-billing].
+We have several community contracts where we first pay their cloud bills and
+then invoice them for it. Any community paying their cloud bills through 2i2c
+_must_ have their hub(s) under a `cluster.yaml` file declaring
+`[gcp|aws].billing.paid_by_us=true`.
+
+Practically to invoice these communities, we update a [spreadsheet for billing]
+summarizing monthly costs for communities, and then request invoicing help from
+CS&S via the `#billing` slack channel.
 
 This documentation helps you update that spreadsheet!
 
@@ -19,9 +23,9 @@ following the steps below. Your 2i2c.org email should give you access.
 ### Get costs manually via the UI (only documented option)
 
 ```{note}
-As of 2024-04-03, we only manage the cost for AWS accounts associated with our
-AWS management account. If a future cluster deviates from this, we should be
-able to tell by seeing `aws.billing.paid_by_us` set true in its `cluster.yaml`.
+As of 2024-04-17, we only manage the cost for AWS accounts associated with our
+AWS management account. If a future cluster deviates from this, you can tell by
+`aws.billing.paid_by_us` being set true in its `cluster.yaml`.
 ```
 
 1. Login to shared AWS SSO at https://2i2c.awsapps.com/start#/
@@ -114,4 +118,4 @@ amount of the previous month's costs.
 #### Other Cloud Cost Reporting Exporting
 
 - [AWS Cost and Usage Report](https://docs.aws.amazon.com/cur/latest/userguide/cur-create.html)
-- [Azure Cost Export](https://learn.microsoft.com/en-us/azure/cost-management-billing/costs/tutorial-export-acm-data?tabs=azure-portal)
+- [Azure Cost Export](https://learn.microsoft.com/en-us/azure/cost-management-billing/costs/tutorial-export-acm-data?tabs=azure-portal)

docs/hub-deployment-guide/new-cluster/new-cluster.md

@@ -568,9 +568,8 @@ A `cluster.yaml` file should already have been generated as part of [](new-clust
 ### Billing information
 
 For projects where we are paying the cloud bill & then passing costs through, you need to fill
-in information under` gcp.billing.bigquery` and set `gcp.billing.paid_by_us` to `true`. Partnerships
-should be able to tell you if we are doing cloud costs pass through or not, and eventually this should
-be provided by a single source of truth for all contracts.
+in information under `gcp.billing.bigquery` and set `gcp.billing.paid_by_us` to `true`. Partnerships
+should be able to tell you if we are doing cloud costs pass through or not.
 
 1. Going to the [Billing Tab](https://console.cloud.google.com/billing/linkedaccount) on Google Cloud Console
 2. Make sure the correct project is selected in the top bar. You might have to select the 'All' tab in the
@@ -582,6 +581,7 @@ be provided by a single source of truth for all contracts.
    `dataset` under "Detailed cost usage".
 6. If "Detailed cost usage" is not set up, you should [enable it](new-gcp-project:billing-export)
 ````
+
 ````{tab-item} Azure (kubeconfig)
 :sync: azure-key
 ```{warning}
@@ -597,6 +597,7 @@ kubeconfig:
   file: enc-deployer-credentials.secret.yaml
 ```
 ````
+
 ````{tab-item} Azure (Service Principal)
 ```yaml
 name: <cluster-name>  # This should also match the name of the folder: config/clusters/$CLUSTER_NAME
@@ -745,4 +746,4 @@ It should show you the provisioned node on the cluster if everything works out o
 Cluster is now ready to perform the next steps:
 1. [](support-components).
 2. [](new-hub)
-```
+```