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Past due invoice template for Operations

[Music] autotask has certain possibilities to automate your billing based on your contacts or confirmation items before we go into that i want to be make sure that you absolutely know what are the pros and the cons of this first of all this does not work as a regular contract but will create charges but having said that it will continue to develop within other tasks and we'll show you the possibilities so you can decide for yourself mostly with our clients we are not sure if they want to automate it we stick to the recurring contracts and manual adding products or contacts okay having said that let's go to a company i'm sorry demo in this purpose and create a new contract contract a new contract you can choose for this fixed price or recurring service contract on the best practice for other tasks is fixed price contract but we like a recurring service contract so we know it's a recurring service because this is the main purpose of this is that you get paid by a customer automated based on billing rules so we create a recurring service contract per contact billing rule let's do this monthly you can do it any period you like and for the purpose of this video let's put it to the end the start date in december and end date in january it doesn't really matter but let's start on a day like this so we already have the menace contact contract category we advise you to implement that as well so when you do the approve and post for your billing you can see what type of revenue this is and we leave the rest like this because this is solely for testing purposes so we do not add any service bundle on this contract it's just for our billing instance and we do it in another way we will show that it so you can just go next next next you can choose what type of approving post you want we recommend to keep it to manually so you can see it and check if everything is correct and we just click through the contract so let's close this we open the contract here so now it opens in another window and then we go to the fourth top one two three four billing rules here we are going to uh set up a billing product what we already made before at the billing codes section so we create the billing product here we choose the per contact billing instance and then you have certain choices to make do you want it on what day you want to start what the minimum maximum units what kind of execution method you want main value or automated we normally keep it on automated we want to create a mass available of course because we want to get our money and then you have to make an important decision to make do you want to have only full bearing periods or prorated we advise if you have a lot of changes to implement the pro rated because you get paid by the day do you don't like it you can just choose full billing period so you get built from the next billing instance so you can choose how you want to show the names here you want to use the product price or you can override it here so our base price is 60 let's override it here and put it on 75 then you can choose to put it on or off the daily pro rating we put it on and let's put it on 250 per day it's around that no not 250 250. okay here you are don't know you can save this as you can see here are billing rules now okay there's an option to manage rule associations you can go here and you can add them but we want to show you another place as well because that's more like a main landing page so we can close this once and then you go to your base screen to your contracts and then to contact to billing product this works exactly the same with your confirmation item to billing product but now we focus on the billing from the contact you click on here you see the company and you see that there are six persons contacts which are not added right now here you have certain filters if you want to check things and you have show already associated contacts you can see we have another test contract and already two persons set up so just play around with this and you can see how it works so now we will associate a product we choose the different manage contact with effective date on any date you like let's we can put it on first of october in this case and we save it as you can see we created a new contract which started in december but there was already an active contact on it the 1st of october we use that in this case so we can continue to map all the products you have how does that look there are two ways how to check how it works first of all when you want to push it for the upcoming period you have to go to your admin then you go to your contract then do contract billing rules upcoming instances and you can check your history here so again menu admin contracts then you have the things you want to look if it works let's check the history to show you you see that we have the history and the chart dates here as well and you can see we already had some charges created automatically let's come one back you see you created here two charges you have the whole history here is important for troubleshooting but if you want to have the upcoming village incidents you see there are two contracts one is scheduled first of december and then you can push by hand execute now or preview as you can see there are three at this contract and there will be on the first of december we will push three contacts you can push it now as well you can do the same for different you have preview you can see there are five method okay how then you go to your normal race contracts and up proven posts for people who already used to work with other tasks this is not a recurring contract it's a charge that's why we want to ask you to consider it really hard if this is the way you like to charge all your revenue because you are used to recurring revenues there's a different way you just need to know that and be considerate of that if we look in the system right now and you will see when it is done looking that it found the billing instances here as well let's approve this please don't do this in your live environment but this is a testing purposes environment so we can click whatever you like without any problem but be careful these are building rules but we want to show you how it works so we will push it through so it will approve a pause then we go to items to invoice and let's take it to the end of the year so you can see everything was there we search it you can see that we have revenue as you can see here the recurring contracts are per contact charts are billed correctly in this way you can automate your billing based on contacts or based on confirmation items we already did share it with you guys twice be very careful if you want to go this route that you know what you're doing and know the consequences if you are not sure if you want to go this route or are not totally sure if you want to automate it just use recurring contracts and map the confirmation items by hand yes it takes more labor but then you're fully in control good luck with these implementations and enjoy the rest of the course