What is Recurring Billing
Recurring Billing, also known as Fixed-fee Billing, is where you charge fixed fees on a regular schedule for a range of services that you provide to a client. These services are represented by work items, and can be on a range of cadences i.e. they may be one-off work items, or work items on a repeating schedule, such as weekly or monthly repeating work. The work items included must be fixed-fee work items.
Set up Recurring Billing
Under Billing in the main menu, you will see Engagements. Click on New Engagement and it will allow you to set up the Billing Plan for a particular client.
The New Engagement pop-up box will open where you can enter the details for the Engagement you are creating.
Client - nominate the client who you are setting up the Recurring Billing for.
Engagement Period - choose the appropriate Start and End dates for the recurring billing agreement. The default end date is one year from the chosen start date to represent a financial year, but you can choose custom dates to match your desired engagement period.
Billing Method - how you want invoices to be handled. You have the option to Automatically Approve invoices currently, with other options available in future.
Billing Frequency - how often you want invoices to be generated for the client i.e. Monthly.
First Invoice Date - The date set here will then generate the invoices on the set Billing Frequency nominated above i.e. for a Monthly frequency with a date set as the last day of the month, it will also generate the following invoices on the last day of each month.
Adding Services to an Engagement
Once you have an Engagement set up, you can add existing fixed-fee work items to the Engagement.
If it is a repeating work item, represented by circular arrows symbol, it will automatically choose all the work items that have a start date within the range of the Engagement Period you nominated. You can edit this if you like before adding it.
After you have added your services for the engagement, it will automatically calculate the monthly fee to bill based on the number of work items in the period and the fixed fee for each.
Editing a Service
From the 3-dot menu (...) next to a service that you have added, you can Edit Details of the service which include the name, a description for the invoice, and the range of work items to be included in the Billing plan.
You also have the ability to edit the fixed fee that was calculated for this Service or remove a Service from the Billing Plan.
Editing the Billing Plan
From the 3-dot menu (...) next to the total invoice amount, you can edit the details of the Billing Plan, make adjustments to the total invoice fee, as well as preview the invoice.
Selecting Edit Details will allow you to adjust the Name and Description that will be placed on the invoices, as well as the Billing Method, Billing Frequency and First Invoice Date. Make sure to click Save to accept the changes.
Approve the Billing Plan
Initially, the Billing Plan you have set up will be in Draft status, allowing edits to be made. Once you have made your adjustments and are ready to finalise the Billing Plan, simply click Approve. Your Billing Plan is now active and the first invoice will be sent on the date specified.
Ending an Engagement
You can choose to end an Engagement from the 3-dot menu (...) when you are viewing the Engagement. This ends the Engagement immediately and stops automatically generating invoices. All work items that are not fully billed will be returned to the Unbilled section.