For agencies🏢 Agency Management

Set up billing groups and requestors

Billing groups are where a customer's invoicing details live; requestors and billing contacts are the people attached to them.

A billing group is the invoicing home for part (or all) of a customer: its billing address, invoice email, terms, and frequency live on the group, and every invoice is built for exactly one group. Requestors are the booking contacts you pick when creating a job; billing contacts are the accounts-payable people who receive invoices.

Step by step

  1. 1Open a customer's Manage page from Agency, Operations, Customers.
  2. 2Go to the Billing Groups tab; every customer already has a "Default" group created automatically, and the customer editor's billing section edits that Default group.
  3. 3Click add to create another billing group for a department or cost center, giving it its own billing address, invoice email, terms, and frequency.
  4. 4Add billing contacts, the A/P people for a customer, and link each one to specific groups (or leave them linked to all).
  5. 5Switch to the Requestors tab to list the booking contacts at this customer; a requestor can also be linked to specific billing groups.
  6. 6Optionally point a location at a default billing group, so booking a job at that site pre-fills the right group automatically.

Tips

  • One invoice = one billing group. When you build invoices, uninvoiced jobs are grouped per billing group and each section builds its own invoice.
  • The booking form pre-fills the billing group from the location or requestor when it can, and shows where the pick came from; you can always override it.
  • A billing group can carry its own rates, its own QuickBooks customer link, and its own notification overrides when a department needs different handling than the rest of the customer.
  • Billing groups are deactivated (soft-deleted), never erased, so past invoices stay linked.
  • You can add a new requestor inline while booking.

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