Event-Based Recurring Invoicing

This article is for haulers who want to bill a recurring service for each collection that physically happens instead of a flat price each billing period. We call these “event-based recurring services.” Some examples of these kinds of services include:

Hauler Hero does this through recurring services with a Pricing Period set to Instance. Each collection then becomes its own line item on the customer’s recurring invoice, dated to the day it happened, along with any applicable disposal fees or fees underneath.

From a high-level, you create and manage it like any configured service:

Go to Pricing > Services and click the + icon.

Select your Business Line and set Recurrence to “Recurring” before clicking Continue.

Fill out your service type’s details. most importantly, set Pricing Period to “Instance.”

Go to your customer’s Customer Profile page > Services and click the + icon.

Search for and select the service type you created for your event-based recurring service. Set its first service date, and schedule its service days as you would any other recurring service.

Note: If your service started before the current date, you may need to create work orders for dates before today manually. Do this by clicking the + icon next to your service to Add / Remove Event. Repeat for however many past collections you had for this service.

To add a disposal ticket or fee(s), go to the Work Order Detail view, accessible under your service’s Work Orders section.

On the right side of the page, you’ll find where you can add one or more fees to the work order, as well as associate a disposal ticket. Only one disposal ticket can be associated to a work order at a time.

The easiest way to do this is to organize them into their own routes.

With that approach, go to Billing > Review > Work Orders and open the Ready tab; this is because all recurring work orders are marked as Ready for Invoice automatically.

Set the date range for your billing period (up to 31 days at a time), filter for Service Type is “Recurring” and Route Name is your route’s name.

The resulting list of work orders will be all of your event-based work orders for that period, allowing you to quickly open each work order to add applicable disposal tickets and/or fees.

Recurring services are automatically billed once per billing period. Unlike On Request services, recurring services cannot be billed manually.

To generate the invoice for an individual customer, go to their Customer Profile page > Billing > Create Invoice.

To generate invoices for multiple customers, go to Billing > Invoices > Create Recurring Invoices, pick the appropriate Billing Profile and Billing Period, select which invoices you want to generate, check via Preview Charges, and if all looks good, click Create Invoices.

We recommend arrears for event-based services, so that the invoice reflects what actually happened. If you bill in advance, the invoice will charge for every collection scheduled in the period without regard for which ones were skipped or held.

Each collection will get its own line with the service’s name and date of collection. Disposal tickets and fees for each collection will show underneath it.

Feedback? Questions?

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