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.
Watch the walkthrough
0:33Send each department its own invoice. · Open in a new tab
Step by step
- 1Open a customer's Manage page from Agency, Operations, Customers.
- 2Go to the Billing tab; every customer already has a "Default" group, listed first, which holds its main billing address, invoice email, terms and invoice schedule. Click Edit on it to change them.
- 3Click add to create another billing group for a department or cost center. Fill in only what differs: a blank invoice email, terms or frequency uses the Default group's.
- 4Add billing contacts, the A/P people for a customer, and link each one to specific groups (or leave them linked to all).
- 5Switch to the Requestors tab to list the booking contacts at this customer; a requestor can also be linked to specific billing groups.
- 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.
- Give a requestor a "CC email" to copy a second inbox on every confirmation, receipt and cancel or change notice sent to them. In the confirmation Send dropdown that requestor reads "+ CC" so you can see it will go.
- Give a billing group a "CC Invoices To" address (under Invoice Email) to copy every invoice for that group, including overdue reminders. An invoice with no group copies the Default group's CC.
- A CC address is always sent alongside the main one, never on its own.
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