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Set up Fixed billing contracts

How to create maintenance service contracts that charge a fixed fee per period, individually or in bulk via CSV Data Importer

Teresa Bui avatar
Written by Teresa Bui
Updated over a week ago

Setup

You will need the following permission in your security group:

  • Can view property list page.

  • Can view property.

  • Can view invoices and credit notes.

  • Can create and update billing contracts.

Click here to learn about permissions and security groups.


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How to create a fixed billing contract

Fixed billing contracts are used when all maintenance services are charged as a flat fee at regular intervals throughout the year.

Billing contracts can be created via Service Quote completion which opens the Billing contract creation page (step 4).

1. Navigate to Customer Data > Properties and click View on the relevant property.

2. Go to Billing tab.

3. Click the + Create button in the Billing contracts section.

4. Complete the Schedule section by providing Name, selecting Fixed in the Billing type dropdown, choosing Recurrence, as well as providing Contract Start Date and First Invoice Date.

5. Finalise the setup of the contract by providing Review Date in the Upcoming Dates section and selecting Price Increase Policy in the Price Increases section (for the automatic increase, set Date and Percentage).

6. Click + Load routines from property to automatically pre-fill the Routine Service and Levels columns based on existing routines on the property.

7. For routine, select Labour rate in the Product column, provide Description (visible on the invoice). Then set the Price (excluding tax) and choose per Annual to divide this price per recurrence for each invoice or per Invoice to apply this price for each invoice.

Contract line items can be duplicated or deleted using the Duplicate (two overlapping rectangles) and Delete (X) buttons.

8. Review the contract's details and line items, then click Create Billing Contract.

Available fields on a fixed billing contract

Required (Name, Billing Type, Recurrence, Contract Start Date, First Invoice Date, Price Increase Policy, Date of Increase, Percentage (%) Increase to Apply)

  • Name: Provide a name for the contract.

  • Billing Type: When, relative to the work, an invoice is issued - Fixed or Upon completion of work (Do and Charge).

  • Recurrence (if Fixed): How often the invoice should be sent to the client: Monthly, Bi-monthly, Quarterly, Half-yearly, Quarterly, Half-yearly or Annual.

  • Contract Start Date: Start date of the first billing period, when the related servicing starts in Uptick.

  • First Invoice Date: When the first invoice to be issued in Uptick. The combination of Contract Start Date and First Invoice Date determines if the contracts is invoices in Advance, Part-way through the month, or in arrears.

  • Price Increase Policy: Choose either

    • No bulk price increases: No bulk price increases apply, either through Bulk Edit or automatically.

    • Automatically, each year by a fixed percentage: On the Date of Increase, each price will automatically increased by the specified Percentage (%) Increase to Apply.

    • Manually, by a percentage set at the time: The line items' prices can be manually increased in bulk by a set percentage via the Billing Contracts page.

  • Date of Increase (If automatic price increase policy): When to apply the first price increase.

  • Percentage (%) Increase to Apply (If automatic price increase policy): What percentage increase to apply each year (e.g. 12.34%). Values are limited to 2 decimal places.

Recommended (Review Date)

  • Review Date: When the contract should next be reviewed.

Optional (Contract Finish Date, Next Invoice Date, Billing Card, Authorisation Limit ($), Authorisation Ref., Notes)

  • Contract Finish Date: The date the contract becomes inactive after the final invoice. Leave blank for the contract to continue indefinitely.

  • Next Invoice Date: Select a different date for the first invoice to be issued or leave black to default to First Invoice Date.

  • 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 ($): How much a technician is authorised to spend on site, excluding tax.

  • Authorisation Ref.: Enter any relevant PO or WO numbers to appear on the invoices generated from this contract.

  • Notes: Provide any internal notes regarding this contract.

Video


How to edit the fixed billing contract

1. Navigate to Customer Data > Properties and click View on the relevant property.

2. Go to Billing tab.

3. Click Edit on the billing contract.

4. Modify any details except the Billing Type, which cannot be changed after creation, then click Save Billing Contract.


How to create fixed Billing Contracts via Uptick CSV Importer

2. Complete the spreadsheet, adding or removing optional columns as needed. Save it as a Comma-separated values (CSV) file, the only format supported by the Importer.

Field name:

Property

Name

Type

Recurrence

Start Date

Send Invoice

Review Date

Priceincrease Policy

Priceincrease Auto Next Date

Priceincrease Auto Percentage

Field description:

Reference number of property in Uptick, ie P-0021

Name of Billing contract (Free text field).

If multiple billing contracts are on the same property, each must have unique name.

Fixed

Monthly,

Bi-Monthly, Quarterly,

Half-yearly,

Annual

Start date of the first billing period.

Format is YYYY-MM-DD.

When the first invoice to be issued in Uptick.

Format is YYYY-MM-DD.

When the contract should next be reviewed.

Format is YYYY-MM-DD.

N = No bulk price increases

A = Automatically each year by a fixed percentage

M = Manually, in bulk, by a percentage set at the time

Only applicable for

"A = Automatically each year by a fixed percentage."

Date of when to apply the first price increase.

Format is YYYY-MM-DD.

Only applicable for

"A = Automatically each year by a fixed percentage."

What percentage increase to apply each year

Format as 0.1234 (for 2.34%)

Field example:

P-0461

Bobs Burgers Annual Invoices

Fixed

Annual

2023-08-01

2023-08-01

2024-09-01

A

2024-09-01

0.1234


How to create fixed Billing Contracts Line Items via Uptick CSV Importer

Billing Contracts MUST exist in the workspace before line items can be imported.

2. Complete the spreadsheet, adding or removing optional columns as needed. Save it as a Comma-separated values (CSV) file, the only format supported by the Importer.

Field name:

Property

Billingcontract

Routineservicetype

Levels

Product

Description

Unit Price

Price Period

Field description:

Reference number of property in Uptick, ie P-0021

Name of the billing contract. MUST be identical to Billing Contract name in the workspace.

Routine Type that this line item is related to. MUST match Routine Service Type name in the workspace.

Level(s) included. MUST match Routine Service Level Type name in the workspace.

If multiple levels share the same price, list them in one cell on separate lines. If priced differently, create a separate line item for each.

The name of the labour rate from the product catalogue. MUST match Product name in the workspace.

The description of the labour rate visible on the invoice.

Amount charged for this item, excluding taxes.

Format is numeric value without currency symbols.

Is the Unit Price per:

  • Invoice; or

  • Annual

Field example:

P-0461

Bobs Burgers Annual Invoices

Fire Extinguishers: Portable & Wheeled (AS 1851:2012 Section 10)

Annual
Six-monthly

Fire Extinguishers: Portable & Wheeled - Inspection & Maintenance

Complete service, inspection and maintenance of Fire Extinguishers: Portable & Wheeled.

123

Invoice


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