Invoicing & Quotes
Contracts and Billing Runs
Set each customer’s rates once, then invoice every completed job, rental and fixed charge for a period in one reviewed run.
1. Price lists
Settings > Price lists holds your standard rates: per lift (by container type and size), per tonne (by EWC code or waste stream), container rental per day or week, fees and fixed charges, plus a fuel surcharge, an environmental or admin fee and an exception charge. The default price list prices every client without a contract and fills any rate a contract leaves out.
2. Contracts
Open a client and choose the Contracts tab. A contract can cover all of the client’s sites or one site, and sets the term, billing frequency, payment terms, PO number and whether to raise one invoice per client or per site. Its own rates override the price list, and blank surcharges fall back to it.
3. How a job is priced
The most specific rate wins: a rate with a container type and size beats one with only a type, which beats a general rate, and a contract rate beats the price list when they are equally specific. Tonnage uses the weighbridge net weight when a ticket is linked to the job, otherwise the weight recorded on the job. Every line on the preview says which rate it used and why.
4. Running billing
Invoices > Billing run. Choose the period and preview: you see every invoice that would be created, the totals, and warnings such as unpriced jobs, missing weights and clients without a contract. Open an invoice to untick a line or change a unit price, untick a whole invoice to leave it out, then create the drafts. Nothing is sent until you send the invoices.
Field reference
| Field | Required | Description |
|---|---|---|
| Annual uplift | No | A percentage added to every rate for jobs on or after the uplift date. |
| Minimum charge | No | Set on a lift rate; a job whose lift and tonnage come to less is topped up to it. |
| Exception charge | No | Share of the lift price charged when a job ends in an exception (not presented, refused, no access). |
| Season-ticket lifts | No | Tick this when the contract’s fixed charge already covers season-ticket lifts; they are listed at £0 and tonnage is still charged. |