This video covers how to bill for maintenance jobs that are either Flat Rate or Time & Material pricing type.
The Flat Rate and Time & Materials pricing type jobs are a "bill as you go" billing model. Meaning as services get completed, (crewmembers clock in to these jobs and log time and mark off services completed) you can then come back in to these jobs on your normal billing cycle (monthly, weekly etc) and issue an invoice for all work completed thus far.
Below is a video showing how to issue invoices for work completed thus far:
Step by Step:
If you want to invoice for all the maintenance contracts in a specific date range, click here to watch this tutorial: How to Invoice for a specific Date Range. On the Invoicing page, turn on the toggle at the top of the screen to show only Maintenance.
Or, if you want to invoice for a single maintenance contract, go to Maintenance on the main menu. Search for the contract and select it.
Click on the Visits tab. Here you can see the recent visits and whether they have been reviewed. Click on the down arrow beside the date to see the time and materials included in the visit.
Click on the toggle to mark it as reviewed so that you can continue to invoicing. Hit Save.
If the time cards associated with this visit have not yet been submitted, you will get an error message. Get the person who created the timesheet to submit it from the mobile app so that you can continue with invoicing. Click here for a tutorial on submitting timesheets.
Click on the Invoicing tab. Here you can see all the tasks for the contract. The Unbilled amount shows you the amount has not been invoiced yet.
Click on the green Create New Invoice button.
Use the toggles to select the tasks that you want to include in the invoice. You can also click on Select items & labor by Visit and be more specific, including only certain visits/items in the invoice.
Choose a due date and then click the blue Create Invoice button.
Use the toggles to enable card payments and bank transfers at this step if you want.
This generates a popup that allows you to open the invoice in QuickBooks. Click on the blue Open Invoice in QuickBooks Online button.
This takes you to Quickbooks, where you can click the green Save and send button.
Last of all, you can edit the email subject and body. Then click Send and close to send the invoice to the customer's email address.
And that's how it's done for Time & Materials and Flat Rate Maintenance Contracts!
If you have any questions, please don't forget to use our chat box in the lower right-hand corner of your screen. We will be more than happy to help you.