There are 2 ways to set up Billing Contract Line Items in Uptick.
1. Add the line items directly to your billing contracts on your server. If you only need to set up a few contracts or make a change here or there, we advise doing it directly within the system rather than through the importer.
2. Add billing contract line items in bulk using the data importer. We recommend using the data importer method when:
Uploading initial data migration into Uptick
When adding or updating line items across many billing contracts
This article will show you how to format your import spreadsheet in order to bring your billing contract line items into Uptick.
Step 1: Populate your data for upload
Download the Data Import Template Spreadsheet at the bottom of this article.
Fill out the spreadsheet with the information you want to upload. Please note some fields are required.
There are 2 types of billing contracts:
Fixed (Invoice is sent out to your client on a recurring basis) or
Do & Charge (Invoice is sent after you have done the planned maintenance work on site.)
Please note that you do not need to set up billing contracts for repair or callout work - these invoices are created ad hoc.
Fixed contract line items require slightly different information in order to set up. Please see the below for the required fields for each type.
Fixed Contract Line Item Required Fields
Field name on CSV template: | property | billingcontract | visible | routineservicetype | levels | product | description | unit_price | price_period |
Field name in Uptick: | Property | Name | Visible | Routine Service | Levels | Product | Description | Price | (Dropdown next to price) |
Description: | Uptick property ref | Billing contract name. Must be identical to Billing Contract name in your server / Billing Contract import.
No extra spaces, periods, misspellings etc. Note if you have multiple billing contracts on the same property, they must be uniquely named. | Do you want this line item visible on the invoice? If yes, please add 'TRUE'
If you want this to be hidden, but calculated in the total please add 'FALSE'. | Routine Type that this line item is related to. Must match Routine Service Type name in your server. | Level(s) included. If you have more than one level (Annual, 6m) at the same price, include them both in one cell, on separate lines. If the levels are charged at different amounts, create a separate line item for each level. | This must be a product from your product catalogue and must be an exact match to the product catalogue item - it is best to copy/paste from server or a download. A product is normally something like "Inspection and Testing of assets on site". | This is the description for the works included for this line item. This automatically pulls through from the description field on the product you've selected, but is editable here if desired. | Amount charged for this item, excluding taxes. | This is where you define if the charge unit_price is per Invoice or per Annual. |
Do & Charge Contract Line Item Required Fields
Field name on CSV template: | property | billingcontract | visible | routineservicetype | levels | product | description | unit_price | type |
Field name in Uptick: | Property | Name | Visible | Routine Service | Levels | Product | Description | Price | (Dropdown next to price- no heading) |
Description: | Uptick property ref | Billing contract name. Must be identical to Billing Contract name in your server / Billing Contract import.
No extra spaces, periods, misspellings etc. Note if you have multiple billing contracts on the same property, they must be uniquely named. | Do you want this line item visible on the invoice? If yes, please add 'TRUE'
If you want this to be hidden, but calculated in the total please add 'FALSE'. | Routine Type that this line item is related to. Must match Routine Service Type name in your server. | Level(s) included. If you have more than one level (Annual, 6m) at the same price, include them both in one cell, on separate lines. If the levels are charged at different amounts, create a separate line item for each level. | This must be a product from your product catalogue and must be an exact match to the product catalogue item - it is best to copy/paste from server or a download. A product is normally something like "Inspection and Testing of assets on site". | This is the description for the works included for this line item. This automatically pulls through from the description field on the product you've selected, but is editable here if desired. | Amount charged for this item excluding taxes | Is this charge per asset or per visit? |
Step 2: Import your Data
Sign in to your Uptick server
Navigate to Tools > Data Importer
In the field 'What are you importing?', select 'Billing Contract Line Items'.
Choose your import file (this should be the .csv file you have saved).
Click 'Start'. (If your file is large this may take a few minutes)
Complete your 'Field Mapping'. If you are using our template, the mapping should pre-populate for you.
Please check that the fields are mapped correctly.
Uploading data using your own spreadsheet? Check out the right-hand side for an overview of the Uptick fields and their descriptions to assist with Field Mapping.
Click 'Save and Preview'.
Review your preview to ensure that the data has passed all checks before proceeding. If it has not, you may see an error screen, which looks like this:
If you receive errors, please fix these on your .csv file and click 'Re-upload file'. You should see the green banner above before proceeding.
If you need help understanding the error, please contact Uptick Support.
Your data should pass all checks before you proceed. You should see a screen similar to the below:
Click 'Finalise'
Your data should now be 'PROCESSING' with a Job status: RUNNING:
When your data has finished being uploaded you will see 'FINISHED' and a Job status: DONE
You can now click one of the links in the "Finished" screen, or else navigate to Property > Billing > Billing Contract>View in to see your newly updated Billing Contracts!
Data Import CSV Template
Please download this csv template to upload your Billing Contract Line Items.
It contains:
Required fields
Recommended fields
An example of each field
Please note that this is a highly simplified template designed for ease of use. If you are interested in seeing our extended template, it is available for download from the Data Importer module of your server. Please reach out to Uptick Product Support if you have questions about any fields in the extended template.