Bills - Creation & Managing

Bills are an important component of the property management module. This is the first step in the process of preparing an invoice to provide to the owner showing on their Statement.

Bills can be produced for negative and positive amounts depending on whether the money is owed to the Owner or if the owner owes the Agency. If the Agency owes the Owner a negative bill should be created.

Creation & Managing

• Step 1: Set up your Bill types
• Step 2:  Company Settings
• Step 3: Create a Bill
• Step 4: Manage Bills

Step 1: Set up your Bill types:

Navigate to Settings > Bill types

Here you can edit and delete existing Bill types as well as add new ones:

Name

This is the name of the Bill type that will display on the invoice and in the statement

Issues by

This is where you select your Company Profile from the drop down

Taxable

Is this bill taxable? You have 3 options to select. Not Taxable, Gross amount or Commission amount

Mark up

This is where you can add an automatic mark up to the bill

Default cost

This is the default amount for this Bill type

Price calculation 

This can be a fixed amount or % of net price which would be used when a bill is added to bookings and calculate based on the net amount due to the owner for that booking.

Management Notes

These are notes for this Bill type which may explain the context of the bill in more detail. The Owner does see this

Step 2 Company Settings:

Navigate to Settings > Company settings and edit the brand applicable:

1/ 

2/ 

There are 4 settings that need updating or leaving depending on how you want to run your bills/tasks in your business model.

1/ Default charge Mark up

If your markup is set at a top level rather than a Bill level you can set it here

2, 3 & 4/ 

Is this the default company for management tasks? Yes or no

Is this the default company for management bills? Yes or no

Is this the default company for invoices? Yes or no

Step 3 Create a Bill

There are 5 different ways to create a Bill

1/ Top Navigation

This will bring up the below Modal:

Supplier 

Select who the supplier is

Issued date

Enter when is the issue date is

Bill Type

Select what bill type is it

Description

The description is free text and is limited to 256 characters, this description is visible on the owner statement.

Property

This is a compulsory field, every task must be assigned to a property

Net Cost

This field is automatically populated based on Rate x Time

Price

This is the amount charged back to the owner, if you are not charging this to the owner you can enter 0 here.  Please note that in the task settings you can setup your default markup so it will automatically set the price based on the net price + markup.

Add Tax

Depending on how your tax is setup you may wish to charge tax on the gross amount or the commission you earn.

Commission

This is the amount the agency has earned for the task

Tax

This is the tax that the agency is liable to pay

Total

This is the total amount that is deducted from the owner statement

Status

All payment switches on the right hand side will be an ad hock payment not recorded via the Statements

2/ Via a booking

Adding a bill to a booking will link it to that booking

The modal will be the same only the Property will automatically populate as well as the booking reference for the booking you are adding the bill for.

3/ Property Manager > Bills 

There is a button top right that says:

This will bring up a slightly different modal. Allowing your to create scheduled automatic bills. Please follow the available guides on this to understand this process.

How to create a task for every new booking

How to create a recurring task

4/ Property Manager> Bills

This lets you add multiple bills at once

5/ Invoice > New bill

Within in Invoice you have the ability to create a new bill rather than selecting from already existing bills to assign to the invoice

Step 4 Manage Bills

Via Property Manager > Bills this is where you can filter, search, sort, edit and delete your existing bills

Using the search filters at the top of the screen along with the highlighted collumn titles below which you can sort by:

You can also tick one or more bills and then click on actions which allow you to do the following:

There are 3 main statuses for a Bill:

1. Complete - This means the bills has been paid. Either ad hock outside of a Statement run or the invoice it was attached to has gone through a Statement run.

2. Invoiced - This means the bill has been added to an Invoice which is still currently not paid.

3. Open - The Bill has not been paid and has not yet been added to an Invoice.