Recurring billing is a convenient way to ensure that repeat charges are ready to bill on schedule. For example, ongoing cases may have flat rate service fees that are billed monthly, retainer fees that are billed quarterly or site maintenance fees that are billed upon completion of a project phase. In this way Recurring billing accommodates various billing structures and will automatically release fees for billing at set intervals.
Inside a case, in the Sales and Financials section under Products, items such as products, services and fixed fees can be entered for inclusion on the invoice. These items are entered on the fly, or using previously created product templates (go to Settings, and click on Products) which can then be altered if desired.
Recurring billing can be selected for a product by clicking to mark the Recurring checkbox, but remember, once a product is entered as recurring the billing structure can’t be changed. The edit product window must then be opened by clicking on the Edit icon to set the recurrence pattern for the product.
Another way to choose the billing structure is to add a product without selecting Recurring, and then click the Edit icon to open the edit product window. On the right, the billing type drop-down menu allows you to choose “Immediate,” “On this date,” “When phase is completed,” or “Recurring.” Other than “Immediate,” each billing type has specific parameters such as date, phase or frequency that must be entered. Recurring products require that the frequency and timeframe are defined. Remember to Save changes made to the billing structure.
The price of a Recurring billing product will be released to the case and appear in the Ready to bill amount on the date or with the frequency specified when the product was created. Once this billing amount has been released to the case, the case invoice must be drafted and sent to complete the billing process.