Combined Billing

In this article:

What is Combined Billing?

What is a Combined Billing Schedule?

Create a CMB

When are CMB Invoice Documents Generated?

When are Visits Added to CMBs?

What do CMBs Look Like?

CMB FAQs

Combined Billing Schedules Video

What is Combined Billing?

Combined Billing is a tool used to combine multiple invoices for a single customer. This can be multiple invoices from one Recurring Job or a combination of invoices from different Jobs. The main benefit of this is having a single billing document to send to a Client which includes multiple Invoices. 

What is a Combined Billing Schedule?

Combined Billing works by first creating a Combined Billing Schedule for a customer, which determines how often SingleOps generates an invoice for that customer. Once applied to the customer's Jobs, this schedule consolidates all invoices for completed visits within the specified timeframe onto a Combined Invoice (CMB) that is generated on the set schedule.

Examples:

• To invoice on a monthly schedule with a dynamic charge (e.g. this month we mow 4 times, next month 5 times and we want the invoice to reflect that) a per visit invoice Job with a CMB should be used.
• To include multiple services set up a separate Jobs on one billing document (e.g. a One-off Job tree removal, Recurring Job pruning, and Recurring Job snow removal all occurred within one month), a CMB should be used.
• A best practice that SingleOps recommends for CMBs is that people who want all of a month's visits on one invoice is to date them for the end of the month, the 31st.

Create a Combined Billing Schedule

On Client Page

1. Navigate to: Clients > All Clients
2. Select desired client.
3. Select New Combined Billing Schedule from Client page.
   
4. You will go through setting rules to determine how and when an invoice is generated. Pay special attention to the Invoice Frequency choices. The choice made here, in conjunction with the Job start & end dates, will affect what Jobs/Visits end up on the individually generated CMB.
   

On Job Creation

1. Create a Job in the Proposal, Active or Completed stage.
2. Enter the Customer Name
3. Once the customer name is entered the Customer Billing Schedule field will become visible at the top of the screen. You can create a new Customer Billing Schedule or add this new Job to an already existing schedule.
   
   
   

When are CMB Invoices Generated? 

The CMB invoice is created based on the selected invoice frequency minus lead days chosen in Account Settings.
For example, if the Customer Billing Schedule is set for every 1 month on the 25th and lead days are set to 5, the CMB invoice will be created on the 20th of each month.

To update lead days:

1. Navigate to: Setup > Account Settings
2. Click on QuickBooks from the blue menu
3. Type a number into the box next to Invoice Lead Days?

When are Visits Added to a CMB Invoice?

The date chosen for the Customer Billing Schedule is essentially the last date visits will be included. Below are examples using April and May.

What do CMB Invoices Look Like?

CMB Invoices can be found using the search bar, Client Detail Page, Open Invoice page, or Paid Invoice page. Search "CMB" to find CMBs which have already been generated.

Note: There is no page that shows all scheduled CMBs, but you can use Filters and the search bar in the Invoice Page to show all CMBs which have been created during a stipulated range of time.

CMB Page in SingleOps

Basic CMB Document Example:

CMB FAQs

Can CMB invoice dates be changed? Can I Edit my CMB? 
Yes, Admin users can edit CMBs.
*Note: Any payments must be deleted from the CMB, to be able to edit it.

Can a CMB have Jobs from different operations? 
Yes, while CMB Operations are required, jobs with different operations can apply the same CMB. For example, If a CMB is created with Operation: Tree Service, both of these Jobs can be included in this CMB:

Job #3572 with Tree Service Operation

Job #3548 with Maintenance Operation

Is a CMB the same thing as a client statement?

No, CMBs differ from standard client statements because they include invoices for multiple Jobs over one range of time, while client statements usually include all jobs' invoices for one Client over multiple billing periods. Statements cannot be created in SingleOps.

I put a job on the wrong CMB, can I change it? 

Yes, assigning a Different CMB to a Job is a two step process:

1. 1. Edit the Job and remove the CMB by setting it to Customer Billing Schedule (blank). Update to Save.

      

   2. Edit the Job again and assign the Job to the proper CMB. Update to Save.

Can a CMB have jobs with different sales reps? 

Sales Reps are assigned at the CMB level. A Job with an assigned Sales Reps which differs from a CMB's Sales Rep will be overridden if the CMB is applied to that Job.

• • Example: Job #3847 has assigned Sales Rep: Keith and CMB #35 has assigned Sales Rep: Craig. If Job #3847 is edited, and the billing section is updated to apply CMB#35 to this Job, the Sales Rep field on Job #3847 will automatically change to Craig because he is the assigned Sales Rep on CMB #35

Combined Billing Schedules Video

*Note: Some of the content in this video may reflect a previous version of SingleOps. For a more accurate guide, please refer to the steps listed above.