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.
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).
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.
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.
FAQs
Why isn't my Billing task archiving after invoicing?
If your Billing task isn't archiving, it means the invoice dispatch likely failed. Common reasons include:
Missing/Disconnected Billing Card: No billing card configured or linked to your accounting partner.
Missing Email Contacts: No valid email address for the client, property, or billing contact.
Accounting partner error: The accounting integration is disconnected or missing key details to push invoice through.
To fix: Check the dispatch page for error messages, resolve the underlying issue (e.g., add contacts, link billing card), then manually dispatch the individual task.
How do I find all fixed billing contracts sent in bulk but failed to dispatch?
Go to Tasks, filter by
Category: Billing
Status: Complete
Active: Yes
If the dispatch was successful, the task wouldn't be active.
Why is my invoice showing old pricing even after I updated the billing contract?
Billing contracts processed before a billing contract's pricing was updated will reflect the old pricing. The task captures the pricing at its creation time. To fix: Manually adjust the line items on the draft invoice.