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.

How to create a do&charge billing contract

Do and Charge billing contracts set maintenance charges as either a per-asset fee or a single fee covering all assets in a routine (per visit).

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

1. Go to Customer Data > Properties and View the relevant property

2. Open the Billing tab on the property page, then click + Create.

3. Complete the required fields Billing Type, Recurrence and Contract Start Date.

Available fields on do&charge billing contract

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).
Contract Start Date: Start date of the first billing period, when the related servicing starts in Uptick.
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.
Review Date: When the contract should next be reviewed.
Contract Finish Date: The date the contract becomes inactive after the final invoice. Leave blank for the contract to continue indefinitely.
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.

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

Update the Routine Service type and link to the Labour rate for Product to be selected automatically when adding a routine to the contract.
Customise the description and set pricing against Labour rates to automatically populate on the Billing Contract.

5. For each line item, finalise

Product: Select the Labour rate
Description: Enter text visible on the invoice
Price: Set the amount (excluding tax)
Choose:
- Per visit: one flat charge for the whole site visit, regardless of asset count
- Per asset: charge for each individual asset serviced

Use the Duplicate (two overlapping rectangles) and Delete (X) buttons to manage line items.

6. Review all details and line items, then click Create Billing Contract.

Video

How to edit the do&charge contract

1. Go to Customer Data > Properties and View the relevant property

2. Open the Billing tab on the property page, click Edit on the existing billing contract.

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

How to create do&charge Billing Contracts via Uptick CSV Importer

1. Download and open the Do and Charge Billing Contracts - Simplified Data Import Template.csv.

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	Start Date	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). Optional.	Do & Charge	Start date of the contract. 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	Do & Charge	2023-08-01	2024-09-01	A	2024-09-01	0.1234

3. Follow the instructions on How to create new data via Uptick CSV Data Importer.

How to create do&charge Billing Contracts Line Items via Uptick CSV Importer

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

1. Download and open the Do and Charge Billing Contracts Line Items - Simplified Data Import Template.csv.

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	Billing contract ID	Routineservicetype	Levels	Product	Description	Unit Price	Type
Field description:	Reference number of property in Uptick, ie P-0021	The unique identifier of the existing billing contract.	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 charged Per asset; or Per visit
Field example:	P-0434	35	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.	13	Per asset