For contracts using the Fixed Price invoice type, use the Payment Schedule | Fixed Payment screen to define how and when the customer will be billed. You can access this screen by opening the estimate and choosing Edit Payment Schedule from the More menu.
This view allows you to distribute the contract total across specific months and control invoice timing, for example, billing on the first of the month or skipping months when no billing should occur.
Use the Spread Evenly or Spread and Round buttons to automatically divide the remaining contract balance across selected months. You can check or uncheck individual months to include or exclude them from the distribution. Aspire dynamically updates invoice amounts for the active months and displays any remaining difference.
You can also manually enter amounts for specific months and review how the total compares to the contract value. The screen also shows the Contract $, Schedule $, and Difference, helping ensure the payment schedule is complete and balanced before saving.
| Screen element | Description |
|---|---|
| Invoice on | Dropdown menu that determines when invoices are scheduled. Options include First of the Month, Middle of the Month, and Last of the Month. This affects when the Invoice Assistant recommends generating invoices. |
| Link Completed Tickets to Invoice | Checkbox that ties invoice creation to completed work tickets. Commonly used when clients require a breakdown of completed work before being invoiced. |
| Month | A list of all twelve calendar months. Use the checkboxes to include or exclude a month from the payment schedule. Only selected months will receive invoice amounts. |
| Invoice Amount | Editable fields where you enter the dollar amount to invoice for each selected month. Aspire will auto-populate values when using Spread Evenly or Spread and Round, but you can manually adjust any field. Fields for unchecked months are disabled. |
| Contract $ | Read-only. Displays the total contract value that must be distributed across the selected billing months. |
| Schedule $ | Read-only. Shows the sum of all invoice amounts for selected months. Should match Contract $ before saving. |
| Difference | Read-only. Displays the remaining difference between Contract $ and Schedule $. Aspire updates this automatically as you enter or adjust values. |
| Spread Evenly | Button that evenly distributes the remaining contract balance across all checked months. Adjusts the final month slightly if needed to match the exact contract value. |
| Spread and Round | Button that rounds each monthly amount up to the nearest whole dollar while spreading the balance. May introduce a small difference, which you can adjust manually. |
| Save | Commits the current payment schedule. The visit schedule will reflect this billing configuration. Disabled unless the schedule is valid (e.g., difference = $0.00). |
| Cancel | Closes the modal without saving changes. |