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.

If a billing card is missing or not configured correctly for the property or client, invoices might fail to generate during the billing process. Ensure that a billing card is added and linked to your accounting partner for successful invoice creation.

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).

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.

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.

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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.

Troubleshooting Common Issues with Invoicing Fixed Billing Contracts

Missing Billing Card Configuration

An invoice may fail to generate if no billing card is configured when the billing task is executed. To resolve this:

Add a billing card to the property or client.
Link the billing card to your accounting partner.
Once the billing card is correctly configured, you can regenerate and send the invoice successfully.

Tasks Displaying Older Pricing After Billing Contract Updates

If you have updated the pricing details on a billing contract, tasks created before the update will not reflect the new pricing. To address this:

Note that tasks created after the billing contract update will reflect the new pricing.
For existing tasks showing older pricing, manual adjustments or re-creation might be necessary.

Routine Services Requiring Invoicing Despite Fixed Billing Contract

While fixed billing contracts cover many services, a completed service may still require invoicing if the routine or service is not explicitly included in the contract. To prevent this:

Review the billing contract and ensure all relevant services or routines are included.
Add the missing routine/service to the billing contract so it gets covered under the fixed monthly fee.
Once added, future completions of that task will no longer generate a billable item for invoicing.

By addressing these considerations proactively, you can avoid common invoicing issues and ensure accuracy in billing.