Combined (Customer) Billing Schedules - CMB

What Are Combined Billing Schedules?

Combined Billing Schedules (CMB), also referred to as Customer Billing Schedules, are a tool used to combine multiple Job invoices for one customer into one billing document, generated on a stipulated date range. The main benefit of this is having a single billing document to send to a Client which includes multiple Invoices. While CMBs are billing documents, they are not invoices unto themselves; essentially, they combine Invoices which are already being created (based on the Invoice settings in each Job) into one document.

 

How do you create and set up CMB?

CMBs can be created and assigned in the proposal, active, or completed stages in the SingleOps job workflow. 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 Combined Billing Schedule or add this new job to an already existing CMB.

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On the next screen (New Combined Billing Schedule) you will go through setting rules for the how and when this invoice generates. Pay special attention to the Invoice Frequency choices. The choice made here, in congress with the job start and end dates, will affect what jobs/visits end up on the individually generated CMBs. mceclip3.png

*Note: You can edit any proposal, active job/visit, or completed/visit and add them to an already existing CMB.

 

Once a CMB is created for a Customer, each Job which should be included in the CMB must be edited to include the CMB.  CMBs will not be automatically applied to every job for that Customer.

Basic CMB Document Example:

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When are Visits added to Combined Billing Schedules?

In the Examples below, we assume a CMB has set up to run on the 1st of every Month. The next CMB in this example will be created on May 1st and will include Invoices created from April 1 - April 30st. 

Ex. If a CMB is dated for the 31st, visits completed on the last day of the month will be included in that month's CMB

If a CMB is dated for the 1st of the month, visits completed on the 1st of the month will be included in the prior month's CMB.

Ex. If a Job has a CMB dated for the 1st of the month, visits completed on May 1st will not be included in the "May" CMB that is generated June 1st, but will instead be on the "April" CMB.

CMBs include invoices which were created during the time period prior to their creation

A best practice that SingleOps recommends for CMBs is that people that want all of a month's visits on one invoice is to date them for the end of the month, the 31st.

 

ONE-OFF JOB

Default: A Job's Invoice will create once the Visit is Completed

example: A One-off Job is Completed and marked Approved on April 16th.  The Invoice for this Job is created, dated April 16th.  This Invoice will be included on the CMB for May 1st because its invoice date (April 16) falls between April 1 and April 30.

Invoice Date: if the Job's “Invoice Date” field was populated prior to applying a CMB, it will be included in the CMB dictated for that Invoice Date.

example: A One-off Job is created on April 3rd, and the Invoice Date is set to May 4th. On April 6th, the Job is edited and CMB is applied to the Job. The work for the Job is conducted on April 16th and the Job is marked Completed and Approved.  This Job's invoice will be included in the CMB for June 1st because the Invoice will be created on May 4th (not on the work date of April 16th).

RECURRING JOB WITH PER VISIT INVOICING

A Visit will populate on the CMB once the visit is completed. These function identically to the default One-off Job settings for Invoice inclusion on a CMB.

RECURRING JOB WITH FIXED SCHEDULE INVOICING

Scheduled Invoice populates on the CMB without any regard to the visits because fixed invoicing is based on the date selected for the Fixed Invoice at the Job level, not when the work is scheduled.

example: A Job with Fixed Invoices which generate on the 15th of each month is set up to run March 16 through August 14. The work is scheduled to be completed in June and July only.  Because the Invoices are fixed, the first of 5 invoices is created on April 15th.  This invoice is included in the CMB on May 1st because the invoice was created between April 1 and April 30.

 

CMB Tips & Rules

  • CMBs can be generated early
  • Past dates on Combined Billing invoices cannot be changed.
  • If a processing fee was added to an Invoice included in a CMB, it may not sync to Quickbooks; It is possible to perform a Manual sync to fix this.
  • CMB Operations are required, but 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
  • 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.
  • 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.
  • Created CMB documents cannot be edited.  If you need help changing a created CMB, please reach out to support@singleops.com.
  • Assigning a Different CMB to a Job is a two step process:
    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.

CMB Use Cases

  • 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.

How to Find Created CMBs

  • Combined Billing Schedules 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.
  • 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.

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