The new billing flow is optimized to provide an end-to-end solution for the operational aspect of the tenant billing lifecycle. This article will guide you through the entire process of the billing flow, from the billable service request until the charges handoff to accounting.
Understanding the Billing Lifecycle
Service Requested
Charge Added
Tenant Approval
Service Provided
Manager Verification
Handoff to Accounting
How The Billing Flow Works
Add a Charge to an Open Request
Navigate to an open request that needs charging, click the three dots, and select "Charge."
Select whether to add an existing billable item from the list or create a new charge (such as a labor hour costing $40) and proceed by clicking "Save." This action will integrate the selected item into the work order.
Request Tenant Approval for the Expected Charges
To send it for tenant approval and signature, click the three dots next to the charge and choose "Request Tenant Approval."
The tenant will receive a notification and see the approval request within their interface, where they can sign and approve.
💡 Pro tip: You have the option to modify the message sent to the tenant regarding the request, determine whether to share the associated charges, and include a vendor's quote if necessary.
Review and Verify Work Orders
Once the work order is completed, proceed to the Billing tab on your sidebar.
In the Billing tab, review all completed billable work orders to ensure the charges are accurate. For a comprehensive review of a work order, simply click on it to access detailed information and, if required, make necessary edits to the charges.
Verify the work orders by clicking "Verify". Once verified, neither the charges nor the work order status can be modified.
Charges Tab
In the Billing page, click the Charges tab to see a list of all your charges. Each line shows the work order number, charge name (the billable item in the work order), tenant (if associated), date, and other details. You can click the work order number to see more details about it.
You can filter this list by tenant name, billing status, and space. To export this list, click the Export button at the top right.
Adding New Billable Items
Start by navigating to Billing -> Billable Items -> Add Billable Item. Then, click the "Add Billable Item" button and enter the necessary information.
💡Adding a charge code to your items allows you to search for them later using this code in the billable items playlist on the Billing page, as well as when adding an item to your work order
Markup, also known as management fee, is transparent to the tenant and helps you track revenue.
Once done, you will be able to select this item and add it to work orders. You can hide it from work orders by changing its setting to inactive.
💡 Pro tip: To set up your company's tax details, navigate to the Admin's page.
*Please note that only admins have the authorization to configure these settings.