In this article:

Fixed Invoicing

Fixed Invoices allow you to bill your customer a flat recurring rate, and is not tied to completed work. Only Recurring Jobs can use Fixed invoices; they are not available for One-off Jobs and the date and amount of each invoice are pre-determined.

If Invoice frequency is changed, and Invoices have already been created using the original frequency settings, the existing Invoices should be edited.

Invoices will be created on the scheduled date regardless of the work completed, or not completed, during that time period.

Example: You charge a flat rate of $500/month for recurring maintenance, regardless of how often you are onsite at a property.

Using Fixed Invoices

Create a Recurring Job in SingleOps
- Add Details: Customer, Job Name, Operation, Visit Location
  Note: The Job Name will carry over when renewing recurring services. We recommend keeping the Job Name generic by using the default options of Client/Company Name or Billing/Visit Location. We do not recommend including the year.
- Add Location
  Enter address in Visit Location field, address options will populate to select.
  💡 If visit address is the same as the billing address, select 'Use Billable Location' to fill in address.
Is this a One-Off Job or Recurring?
Select Recurring
Add Start Date & End Date
This will determine your Invoicing AND visit schedule
Do you invoice every visit or on a fixed schedule?
Select Fixed Schedule
Invoice Frequency
This will determine the fixed invoice frequency and invoice date. Typically, this is set to monthly on the 31st, so invoices are created on the last day of the month.
Visit Frequency
This will determine what days service will be performed.
Work Estimate V Billables for Invoice
Fixed Invoicing will separate your item table into 2 distinct tables:
1. Work Estimate
  Update this section to change Work Order. Here you will add items for job costing, and scheduling your crews.
2. Billables for Invoice
  Update this section to change Invoice. Here you will add the items for billing your customer that will display on the proposal and invoice.
When finished, select Save & Close

💡 The number of invoices displayed in the blue circle. This is determined by the invoice frequency, start date and end date.

When are Fixed Invoice Documents Generated?

Fixed invoices are generated based on the invoice date determined by the selected invoice frequency. Fixed invoices may generate ahead of the invoice date, if you have Invoice Lead Days applied in account settings.

For example, if the fixed invoice is set for every 1 month on the 25th and lead days are set to 5, the fixed invoice document will be created on the 20th of each month.

To update lead days:

Navigate to: Setup > Account Settings
Click on QuickBooks from the blue menu
Type a number into the box next to Invoice Lead Days?

Update Pricing on a Fixed Invoice Job

If you update the pricing on a Job that uses Fixed Invoices, keep in mind that any invoices already generated will not update automatically. The new pricing only applies going forward.

To bring existing invoices in line with the updated pricing, you have two options:

Update each invoice individually — Open each sub invoice and adjust the Billables to reflect the new pricing.
Reach out to us — If you have several invoices to update, contact our Support team at support@singleops.com and we can assist with regenerating the invoices for you.

Note: Be sure to make pricing changes in the Billables for Invoice section (not the Work Estimate) so they carry through to your invoices.

When are Visits Added to Fixed Invoices?

Visit Information will not be included on fixed invoices. With fixed invoicing, the work being done is separated from the client facing information. Fixed invoices will generate regardless of whether or not the work has been completed.

What do Fixed Invoices Look Like?

Fixed Invoice | Review

Invoice Date determined by Job Settings
Work Estimate and Billables are separated
Changing Visits and/or Line Items on a Job with Fixed Invoices will not automatically impact that Job’s Invoices
The Billables portion of the Job must be changed in order to make changes to Invoices (not the Work Estimate section)

Fixed Invoicing ✔