Overview
This reference explains when you can use the Invoicing Assistant to create invoices of each type. Use this article when you need to understand why an invoice does or doesn't appear in the Invoicing Assistant, or to compare billing behavior across opportunity types.
Keep reading or watch the video below to learn more.
Training Video
Things to know
Aspire has two opportunity types: contracts and work orders. The available invoice types depend on the opportunity type. Learn more about this in our article about opportunity and invoice types.
Contract opportunities cover ongoing, recurring services for example, weekly mowing or five shrub trimmings per season.
Work order opportunities cover enhancements or one-time jobs. A work order may span a day or a month, but it doesn't recur.
Contract invoice types
The information below talks about contract invoice types, and their behavior when it comes to when invoices are available in the invoicing assistant.
Invoice Type | Description | Behavior |
|---|---|---|
Fixed Payment | A recurring invoice generated on a set billing schedule. | Doesn't depend on work ticket completion. The amount and timing are determined during estimating. Invoices typically appear in the Invoicing Assistant at the same time each month for the same amount. |
Per Service | An invoice generated for each completed service visit at an agreed-upon rate. | Based on work ticket completion. For example, if mowing costs $100 per visit, a $100 invoice appears in the Invoicing Assistant each time a mowing work ticket is marked complete. |
Time and Materials (T&M) | An invoice calculated from hourly rates and material costs recorded on completed work tickets. | Based on work ticket completion. For example, snow removal at $85 per hour and $35 per ton of salt applied. Crews need to enter all time and material data before the invoice is able to be generated. |
Work order invoice types
The information below talks about work order invoice types, and their behavior when it comes to when invoices are available in the invoicing assistant.
Invoice Type | Description | Behavior |
|---|---|---|
Fixed Price on Completion | A single invoice for the full work order amount. | Appears in the Invoicing Assistant when all work tickets on the work order are marked complete. |
T&M on Completion | A single invoice calculated from time and material entries across all work tickets. | Appears in the Invoicing Assistant only when all work tickets on the work order are completed and approved. All crew hours and materials need to be entered correctly before the invoice is processed. |
Fixed Price Open Billing | A flexible invoice type that allows billing any amount at any time. | No completion thresholds or schedules required. Used for jobs that span a longer time period with an unpredictable schedule requiring varied progress billing. This is the most flexible invoice type. |
Fixed Price on Payment Schedule | An invoice type that follows a pre-agreed payment schedule, usually based on percentage complete. | Works like Fixed Price Open Billing but with a defined payment schedule. Used when you need structured progress billing as work moves forward. |
Additional details
Time and materials data entry — For both T&M contract invoices and T&M on Completion work order invoices, crews need to record their hours and materials on each work ticket before the invoice is batched.
Important
Missing or incomplete entries result in inaccurate invoice amounts. Verify that all time and material data is entered before processing these invoices.
Invoice type assignment — The invoice type is set during the estimating process when you create an opportunity. For a detailed overview of how invoice types are configured during estimating, refer to our Estimating documentation.