Uptick has an extremely flexible billing system, designed to meet your clients needs whether they are individual property owners, large strata organisations, and property management companies.
Getting familiar with the terminology:
Client Groups: Groupings of clients for reports, accounting purposes and providing access to the client portal.
Clients: The person or manager that engages your companies services, to whom reports are issued and invoices are sent.
Billing Cards: The legal entity responsible for the debt. Each card represents a one-to-one mapping to "contacts" or "cards" in your accounting system. Each card holds all the information for the postal and physical address to be displayed on each invoice.
Property Contact: A person only responsible for the property to whom reports are issued and invoices are sent.
When tasks are created or generated, a billing card is attached. If the task's property has a billing card, that will be used. Otherwise, the billing card attached to the client is used.
Note: If the client is changed on a property, this will not affect previously created tasks. The tasks must be explicitly updated with the new billing card if required.
Invoicing from a defect repair/call out task
When a defect quote is approved, it'll get moved to a task with all the information that was linked to it, including sell price. In order to then invoice this task, follow the following steps:
Make sure the work tab is a full fraction. Eg. 6/6. If it isn't it means certain items haven't been performed.
Perform all service tasks on the work tab of the task if they aren't already.
Make sure all items have their billable toggle on.
Make sure all items have a price against them.
Invoice and issue via the dispatch function.
Invoicing from a service task (per asset or per visit)
With the help of do and charge billing contracts, properties can be setup on per asset billing or per visit billing. Eg. Per asset billing would be 6 x Extinguisher assets performed on a task = 6 assets x $10 per asset = $60. Per visit billing would be 100 E&E lights serviced but only charge per visit, so $150 + GST for the service. More on this on this article Everything about Billing Contracts (Routines only). Invoice and issue via the dispatch function.
Invoicing from a fixed fee contract amount
This is when you are invoicing a total amount, regardless of changes. This could be a monthly, quarterly or yearly amount which is fixed and can go out on a particular day of the month.
Routines - You can setup a fixed billing contract on a property as outlined here. You can then select how often (frequency) you'd like to send them out and for how much, as well as which days. Remember this is only automated to a point. You must make sure you hit send when they come up as due. More information on that here.
Setup the fixed billing contracts
Ensure the invoices are sent each month when they are due via the billing contracts page, as linked above.
Ad-Hoc Invoicing
Click on the billing tab then invoicing from the drop-down menu.
From the Invoices pane, click the + RAISE INVOICE button.
Add all required information in the fields provided.
Note: A billing card attached to a property of a client is required to create an invoice.
Click Save Invoice.
You will be redirected to a page that you can add line items to include in an invoice. Add all products necessary as new line items.
Create a new partner invoice in your Accounting Partner (MYOB or XERO).
Once the invoice is linked to the Accounting Partner, you will not be able to edit it anymore from this page.
Go to the accounting partner's website to send this invoice to your client (there is no ability to send ad hoc invoices from Uptick currently) and to make any adjustments if required.
Configure invoicing
Configuration options for invoicing can be set in Control Panel > Invoicing which allows you to set the following.
Invoice reference format | The format of the reference when creating an invoice. |
Format of the Invoice Description | The description to go on an invoice when one is generated from a task. Typically this will be displayed under Description of Works |
Payment day(s) | Set the numbers of days that payment is due after it has been sent. |
Payment terms | Default payment terms for determining invoice due dates. Can be overridden at the billing card level. |
Invoice BCC address | Send all invoices to a BCC address for archival purposes |
Invoice sequence number | The sequence value of the next Invoice number to be generated, given local Invoice number generation is enabled. |
Local Invoice number generation | Switching this on will make Uptick generate Invoice numbers instead of your accounting partner. |
Invoice sequence format | The format for generated Invoice numbers. |
Payment instructions | These instructions appear on invoices generated by Uptick. |
Invoicing Troubleshooting (click here)
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