Contracts & Billing
Hi, currently playing with a trial and just trying to get my head around contracts and invoices. Just have a couple of questions to make sure I'm getting it right:
1. For ad-hoc customers who pay by the hour, how do I create an automated invoice on say the 1st of each month that bills the client for all the labour they have used in a month, rolled up into one line? I've created a contract using per hour labor rates, created some tickets and approved the time entries etc, and created an invoice, but it has generated an invoice with separate lines for labor charges for each ticket. Ideally I'd like this to just be one line that says something like Labor charge for 1st June 2025 - 30th June 2025.
2. Can products that are on tickets be invoiced on a separate invoice to the labor?
3. Clients that are on all you can eat support, which isn't worked out on number of PCs etc - I created a product called All Inclusive support and then added this product to an unlimited hours contract and changed the price for that particular customer, is that the correct way to do it?
4. Contract groups - I'm a bit confused about contract groups and the purpose of them. If we have a customer who has monthly recurring services e.g. av, 365 etc, I create a contract group for that customer, and just put the services/products all on one contract as & when they add more? Or add a separate contract for each service they have, even though they all have the same date and appear on the same invoice?
Thanks!
Solution:Jump to solution
Hi mate,
I'll do my best to answer here but it might be worth jumping on a call to go over your specifics 🙂
1. Labour (time entries) always appear as individual line items on an invoice when billed like this. You can choose how detailed they are by customising your Invoice Template > https://app.gorelo.io/admin/admin-settings#billing#invoicetemplate...
6 Replies
Solution
Hi mate,
I'll do my best to answer here but it might be worth jumping on a call to go over your specifics 🙂
1. Labour (time entries) always appear as individual line items on an invoice when billed like this. You can choose how detailed they are by customising your Invoice Template > https://app.gorelo.io/admin/admin-settings#billing#invoicetemplate
2. Yes, products/bundles on the contract will automatically be invoiced based on what you configure. Time Entries and one-off Products will flow through to 'Approve and Invoice' ready for you to invoice from there (only a few clicks no matter how many tickets/clients there) -- this will generate a standalone invoice.
3. Does your unlimited pricing scale based on anything? E.g number of users. If it's not based on anything you can automate then what you've done is correct.
4. Contract groups allow you to create a contract with different labour components but have them appear on the same invoice for the client E.g Managed Services might be unlimited hours but then Telco might be billed hourly. In the future, we'll allow you to report on these individually too -- so you can see the health of each individual contract and make sure that they're independently profitable as opposed to lumping them in together.
Cheers,
Thanks mate, definitely want to book onto an onboarding call with you at some point 🙂
1. OK, so there's no way at the moment to roll them into one line item? Some of our clients still like the old pay as you go model but some months there may be quite a few tickets for them. 3. No, some of our older contracts aren't based on anything, so that's good to know I've done that bit correctly 😆 4. Ah ok, that makes more sense. I was thinking it was more to do with the products/subscriptions, rather than the labor element. A lot will be learning a new way of doing things, and getting used to it. Thanks for coming back to me
1. OK, so there's no way at the moment to roll them into one line item? Some of our clients still like the old pay as you go model but some months there may be quite a few tickets for them. 3. No, some of our older contracts aren't based on anything, so that's good to know I've done that bit correctly 😆 4. Ah ok, that makes more sense. I was thinking it was more to do with the products/subscriptions, rather than the labor element. A lot will be learning a new way of doing things, and getting used to it. Thanks for coming back to me
1. No, at this stage there's not sorry. At least they'll know how much you're truly doing haha
You've figured out most of it so awesome job there already! The next big thing when it comes to billing is Dynamic Quantities -- which allows you to automate quite a bit 🙂
https://help.gorelo.io/articles/6714147-dynamic-quantities
Dynamic Quantities - Gorelo
Give Gorelo feedback on how they could improve their product.
😆 very true!
I'm looking foward to looking at that & automating a lot more than we are already 😎
Hi @Mikel , is it possible to make the selection of a contract on the add time box mandatory? Like you say, some work may or may not be included and I can see that being missed if a contract doesn't need selecting each time. Or what happens if its left blank, is it automatically chargeable?
Contract selection is automatic based on the Billing Roles and Work Types you’ve ticked for each contract — the ticked combinations will automatically route to that contract.
E.g maybe only the Work Type of ‘Remote Support’ should automatically route to your Unlimited Hours contract and other work types are billable