Set up agreements to automatically generate invoices

Customer agreements contain predefined details to generate invoices. For more information, go to agreements overview. As agreement work increases, consider whether to add multiple incidents or multiple recurrences.

The following table shows the overall agreement setup flow to generate invoices before you start the detailed steps.

This article covers scenario to show how agreements can generate invoices.

Prerequisites

Before you set up a customer agreement, confirm that the following are already in place:

• Invoice-related data is configured in your system, including accounts, products, services, and service tasks.

• Agreement settings are configured. Consider specifying an agreement prefix and start number.

• Designated owners of agreements, agreement booking setups, and agreement invoice setups can create invoices, invoice details, work orders, work order incidents, work order products, work order services, work order service tasks, resource requirements, and bookings.

Automatically generate invoices

Agreement invoices are used to automatically generate invoices for products and services. The invoices are generated at a defined recurrence and contain the same products at the same price each time. The invoices are generated and billed regardless of whether any work orders are performed or not. It's similar to how you might pay a monthly cell phone bill regardless of the number of phone calls or texts you send.

This scenario is independent of Set up agreements to automatically generate work orders. You can generate invoices without generating work orders.

In this scenario, a customer pays a field service organization a quarterly amount for a service plan.

Step 1: Create an agreement or select an existing one

You can add an agreement invoice to an existing agreement or add it to a new one. You can have an agreement with only an agreement invoice and no maintenance plan and even have multiple invoices for a single agreement.

In this example, quarterly invoices are added to the existing agreement.

1. From the agreement, select Invoice Setup > Add New Agreement Invoice Setup.

   Tip

   You might need to select the vertical ellipsis ⋮ before selecting New Agreement Invoice Setup.

   

2. Enter a name for the service agreement and select Save.

Step 2: Set up invoice recurrence and products

1. Select Invoice Products and New Agreement Invoice Product.

2. Add the products you would like to bill the customer for regularly and select Save. The price of the invoice products is derived from the price list on the agreement.

   Note

   Invoice products can only be products where Field Service Product Type is set to Inventory or Non-inventory. Service type products can't be added.

   

3. Select Invoice Recurrence in the command bar at the top.

4. Enter the recurrence information. To set up quarterly, select:

   • Repeat: Monthly
   • Repeat by: Day of the month
   • Every specified month(s): 3

5. Select OK, then Save.

Step 3: Activate invoice recurrence and view invoices

Because this agreement is already active, the invoice dates generate after a short time but not immediately. If you added an agreement invoice setup to a new agreement or an existing one that has an Estimate status, then activate the agreement.

To view the invoice dates, select Related > Invoice Dates. Initially, all generated invoice dates have an Invoice status of Scheduled. Once they each generate the invoice, their status changes to Processed.

You can't manually generate agreement invoices like you can with agreement work orders.

Next steps

• Set up agreements to automatically generate work orders
• Manage customer agreements
• Set up agreement sub-statuses
• Create work order templates with incident types
• Create and manage customer accounts