Recurring Maintenance Invoices Overview
When a Maintenance has been successfully completed, generating invoices is crucial. There are two primary invoicing methods:
Bill upon completion
Recurring Maintenance Invoices
Bill upon Completion
An invoice is generated immediately after a Maintenance has been successfully completed.
This invoicing method mirrors the process used for Time & Material or Quoted Jobs.
The Invoice is created through the Maintenance Report, accessed directly from the Maintenance page.
Recurring Maintenance Invoices
Used for Maintenances that are part of an ongoing Service Agreement.
When creating a Service Agreement, users can select Recurring Billing as the Billing Type.
Recurring billing allows businesses to bill clients at predefined intervals (monthly, quarterly, annually).
When Recurring Billing is selected, invoicing occurs on the Recurring Maintenance Invoices page instead of the Maintenance Report.
How To Create A Recurring Maintenance Invoice
Once the Maintenance is completed, the office reviewer will review the Maintenance Report.
Unlike Time & Material or Quoted Jobs, Recurring Maintenance Invoices are not created from the Maintenance Report.
To access Recurring Maintenance Invoices:
Hover over Accounting → Click Recurring Maintenance Invoices.
Key Table Columns
Last Issued Date: The date of the most recent Invoice sent to the Customer.
Next Billable Date: The date for the next scheduled Invoice.
These fields help accountants and office users maintain accurate invoicing schedules and manage financial operations effectively.
Creating a Recurring Maintenance Invoice
Check the box next to the Service Agreement name.
Click “CREATE INVOICES” (upper right corner).
For bulk emailing of recurring invoices, ensure all required fields in the invoice templates are filled, including subject lines and email settings. Any missing information will label invoices as incomplete, preventing them from being sent.
Note: To create multiple invoices at once, select multiple checkboxes.
Locating Created Invoices
Hover over Accounting → Click Invoices.
The Invoice will appear at the top of the Invoices table.
Verify the Service Agreement number, Billing Customer, and Property to ensure accuracy.
Note: Once an Invoice is created, the Next Billable Date updates accordingly on the Recurring Maintenance Invoices table.
Reviewing & Adjusting Invoices
Click the Invoice number hyperlink to open the Invoice.
Review and make necessary corrections before sending it to the Customer.
Note: If you need to void a Recurring Invoice, adjust the Next Billable Date by resetting the invoice schedule.
Service Agreement Page - Invoices Tab
Navigate to the Service Agreement.
Click the Invoices tab to reference the Recurring Maintenance Invoice schedule, status, and other Invoice details.
FAQs
Q: What should I do if recurring invoices display "information missing?"
Ensure all required fields are filled in the invoice template, particularly subject lines and email template assignments, before attempting to send invoices in bulk.
Q: I created the Invoice for the Maintenance, where did it go?
The invoice can be found on the Invoices page under Accounting.