Industry type - Block, BTR and Commercial


Available with - Professional




Introduction

Fixflo offers periodic invoicing functionality, instead of invoicing on each Service Event Issue you can set custom period dates in which the assigned contractor can upload an invoice. This allows Fixflo to reflect contracted payment terms more closely and efficiently. With automated emails to align all parties involved, an invoice review process and a full audit of uploaded invoices on the agreement. 



Creating a Service Agreement with periodic invoicing 


To mark a Service Agreement with periodic invoicing, fill out all the information about the agreement on the  Service Agreement page.  Then, at the bottom of the page, check the checkbox labelled 'Periodic invoice'




This reveals four options below. 


Invoice period

  • This will determine how frequent the invoice period should be.
  • You can input any number and along whether they are 'days', 'weeks' or 'months'.


First Invoice date 


  • Will be the first invoice period date 
    • Example - The date is set as '15/08/2024' with the period of 3 months. Then the first invoice period will be 15/08/2024 - 15/11/2024. 


Invoice level and Building / Estate 


  • For agencies which use cost codes, the 'Building/Estate' field will be to filter cost codes when an agent/property manager reviews an invoice.

Once all the fields have been filled out and saved, any Service Events (SEs) added to the Agreement, and the issues generated from those SEs, will be set as 'invoice not required'.


  • Issues have no option to invoice or provide costs.
  • Invoice method is set as 'invoice not required'.
  • Once work has been completed, the issue will go straight to 'ready for closure' for the PM / Agent to review the work.




Invoicing tab

On Service Agreements with periodic invoicing enabled,  a new 'Invoicing' tab will be visible to both the assigned contractor and some agents depending on the permissions the agent has.


Viewership

The Contractor assigned to the Service Agreement will have access to a restricted view of the agreement and the invoicing tab. No other contractors will be able to view the Agreement. 


Agents will have viewership of the tab if they have ' Can update invoicing details' user permission enabled or they are the assigned agent on the Service Agreement. 


Invoicing periods

On the tab, data for SEs will be nested underneath the invoice period events that were set on the Service Agreement.  Invoice periods will load the newest period at the top of the page,  the current period will be shown on the table, with historical / previous periods below.


Selecting either the ‘Completed Service Events’ or ‘Incomplete Service Events’ links below. Will show you the  SEs that occur within the period dates and their statuses. 


For a SEs to be considered incomplete and show and be counted as an incomplete SE. They are in the status of: 


  • Pending
  • In progress
  • Awaiting review
  • Remedials raised
  • Awaiting approval
  • Instruction requested


SEs that will be sorted and counted as ‘Completed Service Event’ will be in the status of: 


  • Complete remedials rectified 
  • Complete


 

The action buttons on each invoice event depends on the invoice status. All invoice periods will initially show the 'pending' status until an invoice has been uploaded. An invoice can either be uploaded by the contractor or by the agent on behalf of the contractor. 


Invoice periods have three statuses: Pending, Uploaded & Approved.


Uploading an invoice

An Agent or the assigned Contractor has the ability to upload an invoice. 


IMPORTANT: An invoice can be submitted anytime within the period. So if a contractor wants to invoice before the work, they can, depending on the SE setup. We also have no blockers if a contractor hasn't invoiced for a certain period, SEs will continue to be instructed/generated and more invoicing periods will populate the table with the status of 'pending'.




When selecting the 'Submit Invoice' button you can upload an invoice and fill out all necessary details. The period dates will be pre-filled and not editable. The other pieces of information are: 


  • Invoice document
  • Invoice date
  • Due date
  • Invoice number
  • Costs
  • Comments



When clicking 'Submit' the invoice is uploaded. And the invoice status changes from ‘Pending' to ‘Uploaded’. The assigned agent will receive an email prompting them to review the invoice once it has been uploaded by the contractor. 

If there is no assigned agent it'll be sent to the central email address. 


Reviewing the invoice


Once an invoice has been uploaded. The button to 'Review invoice' will be available only to the agent. For the contractor, they will only have the option to 'view' the invoice. 


Similar to how issues work on Fixflo, a contractor can still view the uploaded invoice and edit any costs if mistakes were made and re-submit. But once the agent has 'approved' the invoice then this will no longer be possible. 


When reviewing the invoice there are two options either ‘Approve’ or ‘Reject’.


If the invoice is rejected, you can add a comment around the reasons why. Once rejected the comment is sent to the contractor as an email for review and the invoice goes back to ‘Pending’ and a new invoice needs to be uploaded. 




If approved the invoice goes into the status of ‘Approved’ and remains on the invoicing tab.