Contracts and billing

Owners and admins set up contracts and run billing once RevoPSA is on. Both are in the sidebar's PSA group.

Contracts

A contract says what one customer pays every month:

• Monthly lines: a description, and either a fixed quantity at a unit price ("Backup, 2 × 12.50") or a price per unit counted when a billing run is made: per computer, per firewall, per device (both), per contact (the customer's end users) or per Microsoft 365 licence of one SKU ("Business Premium, 22.00 per licence"), counted from the last Microsoft 365 sync. A line can come from the catalogue, which fills in its name and price.
• Support time: labour types the contract doesn't bill (say, remote support under a managed-services contract) are free. Labour types the contract prices itself are charged in full at that price. All other time draws the month's included hours, then prepaid hours, then is charged at the contract's hourly rate. Without an hourly rate, what's left isn't billed: the draft says so and lists it, and approving the run settles it at nothing. (Time outside any contract is charged at its labour type's rate.)
• Prices for this customer: a different price for any catalogue item (charges and estimates use it) or labour type (time with it is charged at that price).
• Primary contact, description and default technician: new tickets for the customer go to the default technician unless someone else is picked.
• Dates: when it starts, and optionally when it ends. A customer has one contract in force at a time; end the old one before the new one starts.
• Warnings (optional): a notification some days before it ends (and a renewal ticket if you want one), and one when prepaid hours, less time not billed yet, fall under a number of hours. People get them once they turn them on in their notification settings.

Prepaid hours

On an active contract, Prepaid hours (in the Support time column) lists the blocks the customer bought and what billed time drew from them. Add a block with its hours and, if you want it invoiced, a price: the price goes on the customer's next one-off invoice draft. A block billed time already drew on can't be removed.

A contract in force for any part of a month bills that whole month (there's no proration yet), and per-computer lines count the computers when the run is made, not as they were during the month. Changes apply to billing runs made afterwards; approved runs keep what they billed. A contract something was billed under can't be deleted: give it an end date instead.

The pipeline: proposed contracts

A contract is proposed, active or lost. Propose one to a prospect or a customer with how likely it is to close; Contracts → Pipeline lists the proposals with their monthly value and the value weighted by likelihood. Proposals can overlap (two options for the same customer) and are never billed.

When it's signed, edit it and set it to active. A prospect has to be converted to a customer first (on its page). Set the options that weren't chosen to lost; they stay for the record.

Billing runs

Billing → New billing run makes a draft for one month (this month or an earlier one, one run per month). Each active contract in force that month gets an invoice draft with its monthly lines and its customer's billable time: everything not yet billed and worked up to the end of that month, so time logged late is caught by the next run. Each customer also gets a one-off draft for charges (products used on tickets, an approved estimate's one-time lines, prepaid blocks) and for time outside any contract that has a labour type rate. Each time entry is rounded and topped up to its labour type's minimum first.

• Refresh recomputes the draft after you change contracts or log time.
• Time this run doesn't bill lists billable time nothing has a rate for (no contract and no labour type rate, or beyond the hours of a contract without an hourly rate), so nothing is lost without anyone noticing.
• With Bill only approved time on (Billing → Settings), a person's time is billed once their week's timesheet is approved; the run lists the time still waiting.
• Approve recomputes it one last time, marks the time and charges it billed (each is billed once) and freezes the run.
• CSV downloads every invoice line for your accounting system. Amounts are before tax.

Sending invoices straight to RevoAccounting comes once its hosted API is available.