Combined/Customer Billing Schedules (CMBs)

In this article:

What is a CMB?

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 (CMB) Video

 

What is a CMB?

Combined/Customer Billing Schedules (CMB), are a tool used to combine multiple invoices into one for a 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. 

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 that want all of a month's visits on one invoice is to date them for the end of the month, the 31st.

 

Create a CMB

On Client Page

  1. Navigate to:mceclip0.pngClients > All Clients
  2. Select desired client.
  3. Select 'New Combined Billing Schedule' from client page.
    Screen_Shot_2022-11-09_at_1.51.07_PM.png
  4. 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.
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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 Combined Billing Schedule or add this new job to an already existing CMB.mceclip0.png
  4. 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.

When are CMB Invoice Documents Generated? 

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

To update lead days:

1. Navigate to: mceclip0.pngAdmin > Account Settings

2. Click Invoice from the blue menu

3. Type a number into the box next to Invoice Lead Days?

mceclip1.png

 

CMBs can also be generated early

  1. Navigate to:mceclip0.pngClients > All Clients
  2. Select desired client.
  3. Select desired CMB, and Generate Invoice.
    Screen_Recording_2022-11-09_at_02.03.36_PM.gif


When are Visits Added to CMBs?

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. 

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

One-Off Job & Recurring Job with Per Visit Invoicing

Default: A job/visit's Invoice will be added to the CMB based on job/visit completion date. 

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

  • 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).
  • 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.
  • 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.

Recurring Job with Fixed Scheduling Invoicing

Default: A Fixed Invoice will be added to the CMB based on Fixed Invoice Schedule date.

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.

 

What do CMBs Look Like?

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.

CMB Page in SingleOps

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Basic CMB Document Example:

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CMB FAQs

Can CMB invoice dates be changed?
No

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.

Can I edit my CMB?

Yes, you can move or remove invoices off a CMB by selecting 'Edit Invoice' 

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. 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 (CMB) Video

 

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