Overview
How you invoice snow work depends on the billing arrangement. Seasonal contracts bill the same amount on a set schedule, whether it snows or not. Per Service and T&M contracts bill after each storm, based on the work your crews completed. All three are invoiced from the Invoicing Assistant.
Use this article to see when each type is ready to invoice and how to generate the invoices.
Things to know
Seasonal (Fixed Payment) invoices follow the payment schedule on the estimate. They show in the Invoicing Assistant for the month you select, not when work is done.
Per Service invoices are available for each ticket after it's complete. Range billing tickets bill at the price of the depth range on the ticket.
T&M invoices are available for each ticket after it's complete. The amount comes from the hours and materials on the ticket, or from a T&M override if you entered one.
If your snow services are marked Requires Approval, Per Service and T&M tickets don't reach the Invoicing Assistant until you approve them. Approval is your chance to swap depth ranges, apply partial occurrences, and override T&M prices.
Subcontractor costs on Snow division services aren't added to T&M invoices. Your customer's price comes from the labor rates, materials, and equipment on the ticket.
If you attach a weather event to the invoice batch, its details can print on each invoice. Your invoice layout needs to include them. For more information, visit Logging Weather Events.
Requirements
To open the Invoicing Assistant and invoice batches, you need the View Invoice permission.
To generate invoices, you need the Create Invoice permission. Add this permission explicitly, even for System and Branch Administrators.
To edit pending invoices and complete batches, you need the Edit Invoice permission.
Video
This video shows how to invoice seasonal contracts, including visits that bill as T&M after a service reaches its cap.
Steps
Invoice seasonal contracts
Seasonal invoices bill the monthly amounts from the estimate's payment schedule.
Go to the Invoicing module. The Invoicing Assistant opens.
In the Invoice Types quick filter, select Fixed Payment.
Set the As of Date to a date in the month you're billing.
Select the invoices you want to send.
Select Bulk Actions > Generate Invoice.
Enter the invoice date. Use a date in the month you want the revenue recognized.
Select Save.
Important: The Invoicing Assistant only shows seasonal invoices for the month in the As of Date. Earlier months you haven't invoiced don't show. Set the date back to previous months to check that you haven't missed any.
Tip: To bill missed months on one invoice, edit the payment schedule from the estimate and move those months' amounts into the current month. The revenue for all of them is then invoiced in the current month.
If a customer wants to see the visits behind each seasonal invoice, select Link Completed Tickets to Invoice on the estimate's payment schedule.
If a seasonal contract has a linked T&M overage service, visits after the cap bill as T&M. Invoice them with your other T&M tickets.
Invoice Per Service contracts
Per Service invoices bill each completed ticket at its service price, including range billing tickets.
Before you invoice, review the storm's tickets. Swap range billing tickets to the right depth, apply any partial occurrences, and approve the tickets. For more information, visit Reviewing Snow Work Tickets Pending Approval.
In the Invoicing Assistant, select Per Service in the Invoice Types quick filter.
Set the As of Date to the last day of the storm. Tickets completed on or before that date show.
Select the invoices you want to send.
Select Bulk Actions > Generate Invoice.
Enter the invoice date, then select Save.
Note: Swaps and partial occurrences only work on tickets that aren't invoiced. If you invoice first, you'll need to correct the invoice instead.
Invoice T&M contracts
T&M invoices bill each completed ticket for the time and materials on it.
Before you invoice, review and approve the storm's T&M tickets. If more time was logged than you can justify, override the price at approval. For more information, visit Overriding a T&M Price at Approval.
In the Invoicing Assistant, select T&M in the Invoice Types quick filter.
Set the As of Date to the last day of the storm.
Select the invoices you want to send.
Select Bulk Actions > Generate Invoice.
Enter the invoice date, then select Save.
Open the batch and review each invoice's line items. Adjust quantities, rates, or items if needed, then select Save.
Important: If a ticket has a T&M override, the invoice total doesn't update when you change line items. Update the total to match. Changes on the invoice update the price only, not the ticket's costs.
For more information, visit Generate and Edit T&M Invoices.
Complete and send the batch
Open the batch on the Invoice Batches tab.
To show storm details on the invoices, select the event in Related Event. The event displays only if it’s for the batch’s branch and the invoices were created within 30 days of it.
Review the invoices, then complete the batch and send it.
For more information, visit Understanding the Invoicing Assistant.
What happens next
Invoiced tickets drop off the Invoicing Assistant.
Pay your subcontractors for the storm. For more information, visit Paying Snow Subcontractors.
Troubleshooting
A Per Service or T&M ticket isn't in the Invoicing Assistant. Check that the ticket is complete, not Pending Approval. Then check that the As of Date is on or after its completed date.
A seasonal invoice is missing. Set the As of Date to the month it was due. The Invoicing Assistant only shows seasonal invoices for the selected month.
A line doesn't have a checkbox. Its status shows what's missing, such as billing terms or a tax jurisdiction. Select the line to fix it.
For more snow problems, visit Snow Troubleshooting.