Periodic Billing

Service Manager Component Only

Periodic billing is a feature that allows you to produce a series of standard invoices on a regular, repeat basis. You only need to enter the information related to each of your customers once.

You can then produce invoices automatically. As the requirements of your customers change, you can also easily modify these "standard" invoices.

You can bill your customers whenever you wish, although it is likely that you will want to adopt a specific billing procedure. For example, by billing customers once a month, or by having different groups of customers billed at different times. Some might be billed monthly, others weekly, and so on.

Standard, repeat billing invoices are maintained in CAPITAL as "jobs" within the Service Manager. Stock items, non-stock items, special instructions and comments, can all be recorded in these jobs. The Service Manager will also keep track of the number of items that have been invoiced, the total billing that has occurred for your repeat bill customers, profitability information, and so on. You can, of course, also derive this information by using CAPITAL's standard reports.

The key to successful use of a periodic billing system is to make use of the job Category field.

For example, you can set-up different jobs with different category codes in order to selectively bill customers weekly, fortnightly, monthly, etc. The first group of customers might have the category WEEK. You could then:

Select WEEK as the category code.
Select Invoice All Opened Jobs.
Start the Invoicing process.

This could be run on a weekly basis. The monthly group could be invoiced at the end of each month, etc.

You do not have to learn all aspects of the Service Manager in order to produce periodic invoices. In fact, all you really need to know is how to:

Add a job to the service manager.
Assign an account code to that job.
How to enter stock (and non-stock) items onto the job and mark them as "repeat" bill items.
How to produce invoices.

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