Note on Overage Fee Recommendations
The approaches outlined here are intended as general recommendations for managing overage charges. Ultimately, each organization can decide how best to structure and apply these fees based on their specific workflows and billing practices.
We also recognize that billing for additional items or overages can be more complex for customers on advanced billing, and current tooling may not fully support all desired workflows in a streamlined way.
If this is important for your use case, we encourage you to let us know—our team can log a product request on your behalf to help prioritize improvements in this area.
How to Bill for a One-Time (Overage / Extra collection) Service on a Future Invoice
This workflow is ideal for customers who are billed in advance and have already received their invoice for the current period. You will need to have an "On Request" service already configured in your account.
From the customer's account, go to the Services tab.
Click the plus icon to add a new service.
In the "New Service" window, click the On request filter button.
Select the appropriate one-time service from the list.
Click the calendar icon to set the First work order date to the day the service was performed.
Click Publish & return to account.
Find the newly added service, expand it, and click the Work Orders tab.
Click the three-dot menu next to the work order and select Ready for invoice. The charge will now be automatically included in the customer's next generated invoice.
How to Add a One-Time Fee to an Existing Invoice
How to add a one-time charge, such as an overage or special collection fee, to a customer's invoice that has already been generated. Following these steps ensures your billing remains accurate, even when unexpected charges occur after an invoice is created.
Navigate to the customer's account and click the Services tab.
Expand the relevant service and click the Work Orders tab to see all associated jobs.
Locate the specific work order that requires the additional fee. You have two options for adding a charge:
Option A: Add a Disposal Ticket
Use this for itemized, one-time charges like overages or specific materials.
Click the Disposal Ticket icon (truck with a checkmark).
In the Ticket # field, enter a description for the charge (e.g., "Overage Collection").
Under Materials, select a Material from the dropdown, enter the Quantity, and set the Site rate for the charge.
Click Save.
**Drivers can log the overage/extra collection with a Disposal Ticket via Mobile - https://intercom.help/hauler-hero/en/articles/13133748-additional-collections-using-disposal-tickets-mobile
Option B: Add a General Fee
Use this to apply a predefined fee, such as for a couch or appliance pickup.
Click the General Fees icon ($).
Select the appropriate fee from the Fee #1 dropdown menu.
Click Save.
Once the fee is added to the work order, navigate to the customer's Billing tab.
Find the unpaid invoice that you need to update. Click the three-dot menu (...) on the right side of the invoice line.
Select Regenerate and repost from the dropdown menu.
The invoice will be updated to include the new charge. You can click on the invoice to view the new line item and updated total.
How to Regenerate an Invoice to Include New Charges
Add new charges to an existing invoice and then regenerate it. Following these steps will allow you to update a customer's bill with overages, disposal fees, or other one-time charges that occurred after the initial invoice was created.
Navigate to the customer's account and select the Services tab.
Expand the relevant recurring service to view its details.
Click the Work Orders tab to see a list of all jobs for that service.
Locate the specific work order that needs the additional charge. To add the charge, you can use either a Disposal ticket or a General fee.
To add a General fee: Click the General fees icon (tag with a dollar sign). Select the appropriate fee from the dropdown and confirm the cost. Click Save.
Once the new charge is added to the work order, navigate to the Billing tab.
Find the unpaid invoice for the correct billing period. Click the three-dots icon (...) on the far right of the invoice line.
Select Regenerate and repost from the dropdown menu.
The system will update the invoice to include the new fee. You can click on the invoice to view the PDF and confirm the new line item and updated total.
If the invoice has already been paid, you can move the payment to account credit, regenerate the invoice and reapply payment leaving only the overage as the additional value on the invoice. https://intercom.help/hauler-hero/en/articles/8505697-move-payment-from-invoice-to-account-credit-edit-paid-invoice