Everything about Invoicing

Article author
Mads from Uptick
  • Updated

Uptick has an extremely flexible billing system, designed to meet your clients needs whether they are individual property owners, large strata organisations, and property management companies.

Getting familiar with the terminology:ClientGroupSummaryV2.png

Client Groups: Groupings of clients for reports, accounting purposes and providing access to the client portal.

Clients: The person or manager that engages your companies services, to whom reports are issued and invoices are sent.

Billing Cards: The legal entity responsible for the debt. Each card represents a one-to-one mapping to "contacts" or "cards" in your accounting system. Each card holds all the information for the postal and physical address to be displayed on each invoice.

Property Contact: A person only responsible for the property to whom reports are issued and invoices are sent.

When tasks are created or generated, a billing card is attached. If the task's property has a billing card, that will be used. Otherwise, the billing card attached to the client is used.

Note: If the client is changed on a property, this will not affect previously created tasks. The tasks must be explicitly updated with the new billing card if required.

 

Invoicing from a defect repair/call out task

When a defect quote is approved, it'll get moved to a task with all the information that was linked to it, including sell price. In order to then invoice this task, follow the following steps:

  1. Make sure the work tab is a full fraction. Eg. 6/6. If it isn't it means certain items haven't been performed. 
  2. Perform all service tasks on the work tab of the task if they aren't already. 
  3. Make sure all items have their billable toggle on.
  4. Make sure all items have a price against them.
  5. Invoice and issue via the dispatch function. 

defect_quoting_invoicing.gif

Invoicing from a service task (per asset or per visit) 

  • Routines - with the help of do and charge billing contracts, properties can be setup on per asset billing or per visit billing. Eg. Per asset billing would be 6 x Extinguisher assets performed on a task = 6 assets x $10 per asset = $60. Per visit billing would be 100 E&E lights serviced but only charge per visit, so $150 + GST for the service. More on this on this article Everything about Billing Contracts (Routines only). Invoice and issue via the dispatch function.
  • Service Contracts - with the help of service billing contracts, properties can be setup on per asset billing or per visit billing. Eg. Per asset billing would be 6 x Extinguisher assets performed on a task = 6 assets x $10 per asset = $60. Per visit billing would be 100 E&E lights serviced but only charge per visit, so $150 + GST for the service. More on how to set this pricing up against your services on this article, Services setup. Invoice and issue via the dispatch function.

Invoicing from a fixed fee contract amount

This is when you are invoicing a total amount, regardless of changes. This could be a monthly, quarterly or yearly amount which is fixed and can go out on a particular day of the month. 

  • Routines - You can setup a fixed billing contract on a property as outlined here. You can then select how often (frequency) you'd like to send them out and for how much, as well as which days. Remember this is only automated to a point. You must make sure you hit send when they come up as due. More information on that here.
    • Setup the fixed billing contracts
    • Ensure the invoices are sent each month when they are due via the billing contracts page, as linked above.
  • Service Contracts - Setup a fixed billing service contract against the property and put the amount in the price column. This will then generate a task when it is due to be sent. When ready to issue, you will follow the bulk issue invoices process below:

Bulk issue invoices

    • Select all tasks requiring invoicing.
    • Edit # number of tasks.
    • Issue invoices (with preview).
    • This will pop you into another screen. 
    • Scroll through to ensure the correct setup, then issue invoices. All invoices will now flow through. Note: Any failed invoices will leave their task open, so look out for any tasks that are left open. You can also see the failed items in the "Dispatches" page. 

bulk_issuing_service_contract_invoicing.gif

Setting up fixed invoicing (for services)

  1. Create a new service from the services page in Control Panel
  2. Fill in all the detail you need for this service, making sure you fill out the name, key, frequency and interval. Use the grey text under each field to understand more about the content you need to fill out.
  3. On top of the above detail, click the Generate billing task and Billing task track period within the new billing service. The billing task track period allows for the invoice to detail the dates the client is being billed for.update-__4_.jpeg
  4. Add that service to a property. Edit this service contract.
  5. Fill out the necessary fields, using the grey writing to guide you. Fill out the Billing Period section by adding the Billing start and end date. This will appear on your invoices.
    Screen_Shot_2017-06-19_at_3.02.01_pm__1_.png
  6. Save contract.

Ad-Hoc Invoicing

  1. Click on the billing tab then invoicing from the drop-down menu.
  2. From the Invoices pane, click the + RAISE INVOICE button.
  3. Add all required information in the fields provided.
    Note:  A billing card attached to a property of a client is required to create an invoice.
  4. Click Save Invoice.
    Screen_Shot_2021-01-19_at_12.34.38_pm.png
  5. You will be redirected to a page that you can add line items to include in an invoice. Add all products necessary as new line items. 
    Screen_Shot_2021-01-19_at_12.37.54_pm.png
  6. Create a new partner invoice in your Accounting Partner (MYOB or XERO).
    Screen_Shot_2017-06-19_at_3.23.34_pm.png
  7. Once the invoice is linked to the Accounting Partner, you will not be able to edit it anymore from this page.
  8. Go to the accounting partner's website to send this invoice to your client (there is no ability to send ad hoc invoices from Uptick currently) and to make any adjustments if required. 

Invoicing Troubleshooting (click here)

Keywords: Ad-hoc invoice, adhoc invoice, ad-hoc invoicing, adhoc invoicing, once off invoice, programmed invoicing, invoicing for services, accounting, accouting, how to invoice clients 

 

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