Setup
You will need the following permission in your security group: Can create and update billing contracts.
Click here to learn about permissions and security groups.
Since fixed billing contracts charge a set fee per billing period rather than per task, invoices are generated differently from repairs, callouts and do&charge billing contracts.
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How to create an invoice for fixed billing contracts
1. Navigate to Billing > Billing Contracts, open the Quick filters dropdown and click Due for invoicing (this month).
1. Navigate to Billing > Billing Contracts, open the Quick filters dropdown and click Due for invoicing (this month).
Ensure there is Billing card is connected to the Billing contract or inherited by the Property/Client before processing billing contracts.
2. Select all Billing contracts and click Edit [X] Billing contracts.
2. Select all Billing contracts and click Edit [X] Billing contracts.
3. Choose either Process: Create tasks and send invoices or Process: Create tasks and draft invoices in the Bulk Process Options dropdown, then click Apply Changes.
3. Choose either Process: Create tasks and send invoices or Process: Create tasks and draft invoices in the Bulk Process Options dropdown, then click Apply Changes.
If Process: Create tasks and draft invoices is applied, locate the created tasks with the Billing category and follow the Manual Invoice Review workflow for each task.
Video
How Fixed Billing Contract Invoicing Works
Fixed billing contract invoices follow a structured process:
A task (named after the billing contract) is created with the Billing category and Office Review status.
The invoice containing the billing contract’s line items is drafted and saved against the task.
The dispatch containing the invoice is sent to the relevant contacts, the invoice is pushed to the Accounting partner, and the task's status is changed to Complete. If the dispatch is successful, the task is also archived.
Process: Create tasks and send invoices: All three steps are automated.
Process: Create tasks and draft invoices: Only the first two steps are automated, so the invoice must be reviewed and dispatched manually. Use if reviewing the invoice, adjusting recipients, or editing the email body before sending.
Process: Create tasks with no invoices (for later consolidation): Only the first step is automated, but billable items are pulled into the tasks for consolidation, to send one invoice for multiple contracts.