Regular fees with prepaid hours

In case of contracting service with prepaid hours, all services are recorded within Contractual Billing order, prepaid hours are automatically subtracted. If the customer doesn’t spend all prepaid hours, there is an option to move them to the next billing period. In case the customer overdraws the prepaid hours, these additional hours will be invoiced in various rates, depending on the type of provided services.

Create a contractual Billing order with Regular fee. If you didn’t create any Billing order before, first, read further information in articles Billing dealsBilling orders and Billing items.

In Regular fee with prepaid hours, after exceeding the prepaid hours limit, hours over the Regular fee are invoiced by hour rate set in Billing order – option Hourly rate for overdrafts, as it’s displayed on following picture. In case you want to charge the overdrawn hours in different rates, you have to choose the type of Regular fee with prepaid hours in different rates and subsequently set the rates in particular Billing items under the contractual Billing order. More information can be found in this article - section Overdrawn hours in different rates.

Creating Regular fee in Billing order’s settings

Image: Creating Regular fee in Accounting order’s settings

During the creating of Regular fee with prepaid hours, define its attributes as Interval of charging a regular fee, price for regular fee and at the bottom, you have an option to choose what will happen with unspent hours in Regular fee. Choose from two options:

  1. Regular fee with prepaid hours, without free hour transfer to next billing period, with charging of overdrawn hours

  2. Regular fee with prepaid hours, with transferring of free hours to next billing period, with charging of overdrawn hours – in case of this option you can specify this setting, as it is displayed on following picture

Example of Regular fee with prepaid hours and option to transfer (or not) unspent hours to the next billing period

Image: Example of Regular fee with prepaid hours and option to transfer (or not) unspent hours to the next billing period

Subsequently, create the Invoice items in this Billing order and all fulfillments in these Invoice items will be subtracted from prepaid hours.

Note: In settings of Regular fee you have an option to define, which Billing item will use the prepaid hours and fulfillments in other Billing items will be charged in addition by predefined hour rate.

For billing of other, onetime or occasional services, you must create a new Billing order with related Invoice items. Process of creating of an Billing order for additional evidence of works is described in detail in article Invoicing of services without Regular fees (Ad hoc service).

Example of Billing deal which contains the Regular fee with prepaid hours and is used for evidence of additional services over the Regular fee is displayed on picture below.

Example of Billing  with billing of additional services (in different rates) along the Regular fee with prepaid hours

Image: Example of Accounting with billing of additional services (in different rates) along the Regular fee with prepaid hours

For invoicing, go to CDESK -> Billing -> Billing deals -> choose customer for which you want to create an invoice (as it is displayed on following picture), after marking the customer just click on the “Invoice selected” button.

Invoicing of fixed regular fee (regardless of worked hours)

Image: Invoicing of fixed regular fee (regardless of worked hours)

In new opened window you have an option to display the overview of an invoice

overview of an invoice

Image: Overview of an invoice

In this overview, check all data and go back by clicking the “Back to automated invoicing page” button.

Overview of an invoice

Image: Overview of an invoice

For creating of an invoice, click “Create real Invoices” button.

Creating real invoice

Image: Creating real invoice

Created invoices can be found in CDESK -> Billing -> Invoices -> choose an invoice and after its opening, you have options to print or edit this invoice.

 

Overdrawn hours in different rates

The regular fee with prepaid hours has an option to set the charging of overdrawn hours in different rates. Process of Accounting setting is described in following text.

First, create a new Billing deal. Settings of Billing deals are described in detail in article Billing deals.

Subsequently, create the contractual Billing order in this Billing deal, more in Billing orders. In section Definition of regular fees in order set the “Through the list of regular fees” option, as it’s displayed on following picture. After saving the Billing order, create new Regular fee within this order by clicking on “Add Regular fee” button at the bottom of page.

Settings of Billing for invoicing of services through the List of regular fees.

Image: Settings of Accounting for invoicing of services through the List of regular fees.

In Regular fee’s settings, choose the type – “With prepaid hours in different rates”. These rates are entered later in contractual Invoice items, described further in this text.

Settings of Regular fee with prepaid hours for invoicing of Regular fee overdrawn in different rates

Image: Settings of Regular fee with prepaid hours for invoicing of Regular fee overdrawn in different rates

After creating of Regular fee, create the contractual Billing items. In each of them, you have an option to set the desired rate which is charged after overdrawing of prepaid hours (included within the Regular fee). Read article Billing items for more information.

Setting of a billing item

Image: Setting of a billing item

Example of finished Billing settings with prepaid Regular fee and with charging of overdrawn hours (in this case in two rates) is described by two Billing items, displayed on following picture.

Example of Billing settings for billing of overdrawn Regular fee with prepaid hours in different rates

Image: Example of Accounting settings for billing of overdrawn Regular fee with prepaid hours in different rates

Creating of Invoices is made by same process as it's described at the top of this article.