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Creating a Fixed billing contract
Creating a Fixed billing contract
Aleks Petrovic avatar
Written by Aleks Petrovic
Updated over a week ago

Fixed billing contracts are used for when the contract involves all maintenance being charged as a flat fee across a given invoice interval throughout the year. Our Service Quoting only allows for quoting of the annual price, after which the actual billing period can then be configured when setting up the fixed contract on the property. Invoicing occurs from the Billing Contracts dashboard which is outlined further down the page under the Invoicing fixed billing heading.

Note: Make sure you've setup your routines prior to creating a billing contract. Routines that are not present on the property will not be selectable when setting up the billing contract.

  1. From a Property, select the Billing tab.

  2. To create a new Billing Contract, click the + CREATE button in the upper-right corner of the Billing Contracts pane.

  3. Fill out all the details on the next page to set up your contract. See the table at the bottom of this article to help you understand how to fill out each field

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  4. If you want to instantly add all routines and their appropriate levels currently on the property, click Load routines from property.
    ​(Make sure this is a single click, as clicking again will add them again and double up.)

  5. Click Create billing contract to finish.

Fixed billing

Fixed billing contracts are used for when the contract involves all maintenance being charged as a flat fee across a given invoice interval throughout the year. Our Service Quoting only allows for quoting of the annual price, after which the actual billing period can then be configured when setting up the fixed contract on the property. Invoicing occurs from the Billing Contracts dashboard which is outlined further down the page under the Invoicing fixed billing heading.

Schedule

Name

Provide a name for the contract.

Billing Type

For fixed billing, select Fixed.

Recurrence

How often billing will occur for this contract.

Contract Start Date

The date at which the billing contract will begin.
​Once this date is set, no changes are necessary as billing recurrence, first invoice, and next invoice dates are adjusted accordingly.

First Invoice Date

This date will be compared to the Contract Start Date to determine if Contract Invoices will be invoice in Advance, Part-way through the month, or in arrears.
​
​Note: Where this contract has previously been invoiced from outside of Uptick the First Invoice Date should reflect the date first invoice through any other system.

Contract Finish Date

The date the contract becomes inactive once the final invoice is sent. It's recommended to leave this blank for the contract to continue indefinitely.

Upcoming Dates

Next Invoice Date

This field will appear once a First Invoice Date has been set. This is when the next invoice will be issued. Leave this field blank to default to the First Invoice Date.
​
​Note: Where this contract has previously been invoiced from outside of Uptick the Next Invoice Date should reflect the date for the first Uptick invoice.

Review Date

The date when the contract should be reviewed.

Price Increases

Price Increase Policy

Select from the following:

  • No bulk price increases.

  • Automatically, each year by a fixed percentage.

  • Manually, by a percentage set at the time.

Date of Increase
​(automatic increases only)

The date at which the increased pricing will occur.

Percentage (%) Increase to Apply
​(automatic increases only)

The percentage by which the price will increase.
​Note: Values are limited to 2 decimal places.

Billing

Billing Card

Leave blank to inherit the Property's billing card, or search for a specific billing card that will apply to this contract.

Authorisation Limit

Set an authorisation limit for how much the technician can spend.

Authorisation Ref

Any relevant purchase/work order numbers.

Notes

Provide any internal notes regarding this contract.

The size of this field automatically expands to the amount of text and has no character limit.

Contract

Click Add line item to create as many additional line items as needed.

Visible

Click Settings in the upper right corner of the page to enable.
​

Line items that you don't want appearing on the invoice can be unticked. All line items are visible by default.

Routine Service

Select the routines that will be included in this contract.

Only one routine can be selected per line item.

Levels

Select the levels (i.e. Monthly, Quarterly, Annual)

Multiple levels can be selected.

Product

Select the product associated with maintenance charges.

It is recommended that your product catalog has at least one maintenance product with a price and description set up as these details will pull through when selecting the appropriate product.

Description

Will automatically use the description of the product added but can be overridden.

The size of this field automatically expands to the amount of text and has no character limit.

Price
​
​(Excludes tax)

Will automatically use the price of the product added but can be overridden.

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  • Annual will divide price across the year by the Recurrence. (i.e. $1200 Annual for a Monthly recurrence will charge $100 per month)

  • Per invoice will set the charges according to the Recurrence.

Actions

Click X to remove the line item.


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Related Articles
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Everything about Billing Contracts
Creating a Do & Charge billing contract
How to import Billing Contracts
How to import Billing Contract Line Items
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