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 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. Navigate to Customer Data > Properties and click View on the relevant property.
1. Navigate to Customer Data > Properties and click View on the relevant property.
2. Go to Billing tab.
2. Go to Billing tab.
3. Click the + Create button in the Billing contracts section.
3. Click the + Create button in the Billing contracts section.
4. Complete the Schedule section by providing Name, selecting Upon completion of work (Do and Charge) in the Billing type dropdown, as well as providing Contract Start Date.
4. Complete the Schedule section by providing Name, selecting Upon completion of work (Do and Charge) in the Billing type dropdown, as well as providing Contract Start 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).
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.
6. 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.
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 visit or Per asset.
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 visit or Per asset.
Contract line items can be duplicated or deleted using the Duplicate (two overlapping rectangles) and Delete (X) buttons.
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.
8. Review the contract's details and line items, then click Create Billing Contract.
Available fields on a do&charge billing contract
Required (Name, Billing Type, Recurrence, Contract Start Date, First Invoice Date, Price Increase Policy, Date of Increase, Percentage (%) Increase to Apply)
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).
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.
Recommended (Review Date)
Recommended (Review Date)
Review Date: When the contract should next be reviewed.
Optional (Contract Finish Date, Next Invoice Date, Billing Card, Authorisation Limit ($), Authorisation Ref., Notes)
Optional (Contract Finish Date, Next Invoice Date, Billing Card, Authorisation Limit ($), Authorisation Ref., Notes)
Contract Finish Date: The date the contract becomes inactive after the final invoice. Leave blank for the contract to continue indefinitely.
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 do&charge contract
1. Navigate to Customer Data > Properties and click View on the relevant property.
1. Navigate to Customer Data > Properties and click View on the relevant property.
2. Go to Billing tab.
2. Go to Billing tab.
3. Click Edit on the billing contract.
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.
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).
If multiple billing contracts are on the same property, each must have unique name. | 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 | Billingcontract | Routineservicetype | Levels | Product | Description | Unit Price | Type |
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 charged
|
Field example: | P-0434 | Paella Shop - Do and Charge | Fire Extinguishers: Portable & Wheeled (AS 1851:2012 Section 10) | Annual | Fire Extinguishers: Portable & Wheeled - Inspection & Maintenance | Complete service, inspection and maintenance of Fire Extinguishers: Portable & Wheeled. | 13 | Per asset |
3. Follow the instructions on How to create new data via Uptick CSV Data Importer
Recommended steps
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