Service Agreements 2.5 Bulk Invoicing

Things to consider

● This article outlines only Step 7 of the Service Agreement 2.5

setup. See Service Agreements 2.5 for a full tutorial on how to

create a Service Agreement.

TABLE OF CONTENTS

Step 7 - Invoice Setup

💡On Step 7 of creating a Service Agreement, the Service Agreement

setup component offers two workflows depending on the selected

Invoice type:

1. Recurring Billing

2. On Completion

⚠️Select your invoice type: Recurring or On Completion.

Recurring Billing

Recurring Billing: A Service Agreement involves a regularly repeated

transaction at a set amount.

If you select 'Recurring,' you must also select your invoicing interval

(frequency). Interval options include monthly, every 2, 3, 4, or 6 months,

or annually.

Select the method for calculating future years' invoice amounts:

Repeat the first year, manually enter amounts, or use an escalator.

Repeat first year - Select 'Repeat first year' if you want the annual

agreement amount to remain the same year over year.

Set the 'Annual Agreement Amount' for the first year, and it will be

evenly distributed across all future years' invoices.

Manually enter amounts - Select ‘Manually enter amounts’ if you want

to manually set the annual agreement amount for each year.

NOTE: The ‘Manually enter amounts’ option will be enabled if the

agreement is longer than 1 year. The Service Agreement End Date is set

on Step 1.

Use an escalator - Select ‘Use an escalator’ if you want to increase the

annual agreement amount by a fixed percentage each year.

On Completion

On Completion: Billing on service completion means sending an

Invoice only after the Maintenance Job is finished.

If ‘On Completion’ is selected, you have the option to bill the customer

on a Time and Materials (T&M) basis for the Maintenance, fixed price, or

choose not to bill the customer at all.

Repeat first year - Select ‘Repeat first year’ if you want the annual

agreement amount to not change year over year.

To bill a fixed amount on each invoice, enter the 'Invoice Amount,' which

will be the total amount for all invoices. This annual amount will be

evenly distributed across each invoice interval.

Manually enter amounts - Select ‘Manually enter amounts’ if you want

to manually set the annual agreement amount for each year.

Use an escalator - Select ‘Use an escalator’ if you want to increase the

annual agreement amount by a fixed percentage each year.

Editing A Recurring Invoice Template

Click the 'Edit Invoice Template' button to set up the required email

fields for bulk invoicing.

Fill in the data fields:

1. In the 'Email To' dropdown, select the recipient for this

agreement's invoices.

NOTE: A ‘Customer Representative’ must exist for this customer (set up

under Customer Contacts on the Customer page), as it is a requirement

for bulk emailing.

Optionally select a recipient in the CC and/or BCC fields.

2. Select an ‘Invoice PDF Preset’ (required). This is the PDF layout

configuration that can be set up on the Invoice configuration

window on an Invoice.

3. Select An ‘Email Template’ (required). External message

templates are set up on the Company Settings page.

NOTE: The correct Department must be assigned to the external

message template in order for it to be selected for an agreement.

4. Enter a subject for the invoice email (required).

5. Enter an invoice summary (required).

6. Click ‘Add line item’ (required).

a. Search for a product name to appear on the invoice.

b. The product description should populate automatically

based on the product selection in the first field, but it can be

overridden.

c. Select in which section this line item should appear on the

invoice.

d. Input what percentage of the invoice amount should be

allocated to this line.

⚠️NOTE: All line items must add up to 100%.

7. Click the ‘Create and Apply Invoice Template’.

8. Click ‘SAVE AS DRAFT’ (upper right corner).

9. Click ‘ACTIVATE AGREEMENT’ (upper right corner). Confirm the

ACTIVATE AGREEMENT popup.

How To Create A Recurring Maintenance Invoice

1. Hover over Accounting → click ‘Recurring Maintenance Invoices’.

2. Select the Service Agreement(s) that you want to generate the

next period’s invoice for.

3. Click ‘CREATE INVOICES’.

How To Bulk Email Invoices

1. Hover over Accounting → click ‘Invoices’.

a. Note the same steps mentioned below can also be done to

Bulk Export Invoices.

2. Select the invoice(s) to email.

3. Click ‘Bulk Actions’ → click ‘Email Selected’.

FAQs

1. How can I check which Invoices have been emailed?

2. Why can't I bulk email some of the invoices selected?

3. How is the Annual Contract Value calculated for Service Agreements billed on completion?