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:
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.
Scenario 1: Bill the client. Suitable for individual customers, property holding groups, facility managers, commercial real estate.
For each task generated for each property attached to the Property Holding Group client, Billing Card "A" will be attached to the task. Any invoices generated will be against this Billing Card.
In this example, both Task 1 and Task 2 will have the same contact details on the invoice, the details from Billing Card "A".
Scenario 2: Bill the owners corporation. Suitable for strata management companies, some commercial realestate companies.
In this scenario the client does not have a billing card, invoices will only be billed to the owners corporation for each property, "care of" the strata manager.
When creating each billing card the "billing name" represents the legal entity responsible for the debt (the owners corporation, e.g. OSCP1231A), and the "contact name" and "contact address" represent the strata manager.
Each of the strata managers or strata offices / branches (depending on how you use the system) can be grouped into a single Client Group to enable better reporting, access and debt chasing. For an example of how this affects your accounting system, see the working with Owners Corps in Xero documentation.
In this example, each task generated will be attached to the billing card of the site. Task 3 will be billed to Billing Card "B", Task 4 to Billing Card "C", and Task 5 to Billing Card "D".
Scenario 3: Per-task billing. Suitable for some commercial real estate setups, facility managers, health care providers, and any other complex client.
In some scenarios, e.g. major health care providers or large facility management companies you will want to mix and match both approaches by having a billing card on both the client, and the property. In some situations, you may need to set a billing card directly on the Task which will then override both the property and the client billing card. This can be useful with government departments or airports where different works on the same site will have different invoice and "care of" requirements.
In this example, Frankston Hospital's Task 6 will be invoiced to Billing Card "E" as there was no billing card attached to the hospital. The invoice and reports may additionally be sent to anyone listed as a Property Contact for this site, e.g. the Building Manager.
The Epworth's Task 7 will be invoiced to Billing Card "F", and Task 8 will be billed to Billing Card "H", as it was directly attached to the task.