Define invoices
An agreement invoice setup defines what a customer pays on a recurring schedule. It doesn't depend on a technician completing a visit.
Consider the air-conditioning service commitment: annual inspections, quarterly maintenance, and a monthly service fee. Booking setups define the recurring work. An invoice setup named Monthly service fee defines the billing. The customer receives the recurring invoice even in a month with no scheduled visit.
Separate recurring fees from work order charges
Use agreement invoices when each billing cycle contains the same products at the same prices. For example, a fixed monthly fee can cover the agreed inspection and maintenance service. The invoice recurrence determines the billing dates independently of the booking recurrences.
An agreement can generate invoices without generating work orders. It can also generate work orders without an invoice setup. Choose the combination that matches the contract rather than adding an invoice setup merely because the agreement creates service visits.
Decide how the organization handles covered work and additional charges. A fixed service fee and a charge for an extra repair are different billing decisions. An invoice setup doesn't calculate a monthly fee from the number of completed visits or automatically distinguish covered work from extras.
Important
Recurring agreement invoices don't automatically prevent invoicing from completed and posted work orders. Before activation, confirm how pricing, entitlements, or the organization's billing process handles covered work. Otherwise, the customer can receive both the recurring fee and additional charges for work that the fee already covers.
Create an invoice setup and add products
Keep a new agreement in Estimate while you configure and review billing. An invoice setup is a child record of the agreement, not an invoice ready to send to the customer.
- Open the agreement and find Invoice Setup.
- Select New Agreement Invoice Setup. If the command isn't visible, open the grid's ellipsis menu.
- Enter a descriptive Name, such as Monthly service fee, and select Save.
- Select Invoice Products, and then select New Agreement Invoice Product.
- Select the catalog product that represents the recurring charge and review its pricing details.
For the example, use a Non-inventory product that represents the monthly service fee. Confirm that the product exists and has pricing in the agreement's price list before adding it; the example name doesn't imply that the catalog already contains it.
Review these fields on each agreement invoice product:
| Field | What to enter or check |
|---|---|
| Product | Select the catalog item billed on each recurrence. |
| Unit | Select the unit used for the product's pricing. |
| Price List | Check the applicable price list; the agreement's price list is the default. |
| Quantity | Enter the quantity billed on each invoice. For a single monthly service fee, use 1. |
| Unit Amount | Check the price for one unit against the agreed charge. |
Save the invoice product. Add other products only if they belong on every invoice generated by this setup. A one-time extra repair doesn't belong in the recurring product list.
Note
Agreement invoice products support Inventory and Non-inventory Field Service product types. You can't add a Service type product, even when the recurring charge pays for a service.
Define the billing recurrence
Set the invoice recurrence on the invoice setup, not on a booking setup. For a monthly service fee due on the first day of each month:
- Open the agreement invoice setup and select Invoice Recurrence on the command bar.
- Select a monthly repeat pattern and Day of the month.
- Set the interval to every month and the day to 1.
- Set the recurrence start and end to match the billing commitment within the agreement period.
- Select OK, and then select Save.
Review the pattern against the contract. Monthly billing doesn't require monthly visits, and changing a booking recurrence doesn't change the invoice recurrence.
Check invoice dates and generation timing
After activation, invoice dates generate asynchronously. Open the invoice setup and select Related > Invoice Dates to review them.
| Invoice date status | Meaning |
|---|---|
| Scheduled | The invoice date exists, but its invoice isn't generated yet. |
| Processed | The invoice for that date is generated. |
The Generate Agreement Invoices X Days in Advance setting in Field Service Settings controls how early invoices are created. The due date follows the recurring invoice setup; creating the invoice earlier doesn't move the billing commitment. If the advance setting is blank, generation occurs on the invoice date at the configured record generation time.
You can't manually generate an agreement invoice from an invoice date in the same way that you can generate a work order from a booking date. If an invoice is missing, check its generation timing and automation rather than looking for an equivalent manual-generation command.
For more information, see Set up agreements to automatically generate invoices.