Planned Preventative Maintenance Invoicing against the Contract

Introduction

There are two types of invoicing methods which can be used for PPM (planned preventative maintenance) contracts within Joblogic. This user guide will explain what the ‘Invoice’ billing type option is, how it differs from the ‘Fixed Price’ option and detail how the ‘Invoice’ billing method can be applied against a contract.

The billing types

The two Types of PPM billing options within Joblogic are referred to as ‘Invoice’ and ‘Fixed Price’.

The ‘Invoice’ billing type refers to invoicing against the PPM contract, scheduling the invoices at set frequencies such as monthly, weekly or annually. For example, you may have a contract to conduct maintenance at a site weekly for a year but issue your invoices to your client on a monthly basis, collectively covering the total price of the contract once the final invoice has been issued.

These invoices are referred to as ‘PPM Invoices’ within the system and automatically generate/approve and send out to the set recipient.

By comparison, the ‘Fixed Price’ option refers to invoicing against the individual visits/jobs within the contract with each invoice being related to an associated job. For example, you may have a contract to conduct maintenance at a site weekly for a year and invoice your client each week for each maintenance job that takes place.

These invoices are referred to as ‘Standard Invoices’ within the system and work in the same manner as standard invoices against reactive jobs, requiring manual approval and sending.

The ‘Invoice’ billing method

In order to use the ‘Invoice’ billing method for your PPM contracts select the ‘Invoice’ option from the ‘Billing Type’ section when adding the contract.

Once saved, select the ‘Invoices’ option from the taps across the top of the page.

Select ‘Add Invoice’.

Fill in the details as applicable for the first invoice against the contract.

Select ‘Save’.
You will then be presented with a PPM invoice consisting of the details entered.

Select the ‘Clone Invoice’ option against the invoice.

The ‘Clone Invoice’ page will allow you to create a schedule for the remaining invoices against the contract based on the details of the initial invoice.

Fill in the details as applicable. For example, in order to invoice the client for the contract on a monthly basis for the next year, select the ‘Monthly’ option and enter ‘11’ in the ‘How many additional invoices?’ section.

Select ‘Clone’.

Navigate back to the PPM Contract by selecting it from the invoice page.

Select the ‘Invoices’ tab against the contract and select ‘Approved/Draft Invoices’ as applicable (any invoices raised retrospectively will automatically approve).

You will now see an invoice schedule set against the contract based on the details of the initial invoice raised and the frequency/number of additional visits set when cloning that initial invoice.

Confirm that the schedule is correct. Draft invoice details can be individually amended by selecting the invoice and editing the details.

Once you are satisfied with your invoice schedule, navigate to the ‘Invoice Header’ tab of the PPM contract.

Fill in the invoice details of the contract as applicable.

Invoices set up via the ‘Invoice’ billing method will automatically generate and email out to the recipient(s) set in the ‘Invoice Header’ section at approximately 00:00am of the date set against the invoice (the ‘Date to Raise’ field). However, these invoices will only successfully email out if a valid email address is entered in the ‘Email To’ field and if the ‘Email Subject’ and ‘Email Body’ fields are populated within the ‘Generated Invoice Email Details’ area. Additionally, invoices already generated/manually approved will not be sent out automatically on their invoice date. The automatic sending function only applies to draft invoices upon automatic generation.

If you do not wish for your invoices to automatically send out to your client, ensure that the ‘Generated Invoice Email Details’ area is left blank. The invoices can be manually emailed to the client by selecting the individual invoice > selecting the ‘Share’ button > ‘Email’ and filling in the email details as appropriate. However, be aware draft PPM invoices will still automatically generate/approve at approximately 00:00am of the date set against the invoice.

Further Support

For further information or assistance on the above contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Account and Project Management teams can be reached by emailing accountmanager@joblogic.com or projectmanager@joblogic.com respectively.

Publishing Details

This document was written and produced by Joblogic’s Technical Writing team and was last updated on the date specified above. Be aware that the information provided may be subject to change following further updates on the matter becoming available. Additionally, details within the guide may vary depending on your Joblogic account’s user permissions.