Maintenance Billing

This article will explain the various aspects of billing using Maintenance Hub.

Configuration

In order to effectively bill for parts and labor, you need to configure the various aspects of Maintenance Hub. Be sure to complete the following:

1. Configure your billing information per MX Location.
   1. Optionally add a Consumable Fee.
2. Configure your Time Types to be billable.
3. Configure your Parts to be billable.
   1. Set a sell price for each stock records if you override the default set for your MX Location.
4. Update your Memberships and Price Groups if applicable.

Invoices

When creating a maintenance invoice, the system will autogenerate line items for the following:

• All unbilled, billable, and picked parts will be added to the invoice as individual line items, rolled up into distinct line items by part and stock record. I.E. If the same part is picked across multiple stock records, this will result in two distinct line items.

  • If the stock record’s sell price is set, the invoice will use that price for calculations. If not, the system will use the default markup percent for the MX Location. 

  • Discounts will be applied if the customer on the work order qualifies for a price group or membership

• All unbilled, billable, and non-running time entries will be added to the invoice as individual line items, rolled up into distinct line items by time type. I.E. If two time entries have been logged, but are the same time type, one line item will get created that sums both time entries together.

  • Labor rates set on the MX Location will be used to default the price.
  • Discounts will be applied if the customer on the work order qualifies for a price group or membership
• If a consumable has been created for the MX Location where the work is being performed, a line item will be added to the invoice for the consumable

  • If the MX Location Consumable Fee Type = Amount, then the price will be the Consumable Fee Amount

  • If the MX Location Consumable Fee Type = Percent of Labor, then the price will be the sum of all unbilled, billable, and non-running time entries multiplied by the Consumable Fee Amount as a percent after discounts have been applied.

  • It the MX Location Consumable Fee Type = Percent of Parts, the the price will be the sum of all unbilled, billable, and picked parts multiplied by the Consumable Fee Amount as a percent after discounts have been applied

  • If the MX Location Consumable Fee Type = Percent of Revenue, then the price will the sum of all unbilled, billable, and non-running time entries + all unbilled, billable, and picked parts multiplied by the Consumable Fee Amount as a percent after discounts have been applied

  • The Consumable line item itself will not be discounted by default.

You can also edit line items to apply additional discounts or make any needed edits.

Any parts or time entries that have been billed will become locked and will not be editable until removed from the invoice. You can always delete an invoice and regenerate if needed.

The work order billing status will reflect any discrepancies between what has been added to the work order versus what has been invoiced. The definitions of each status are as follows:

• Unbilled - No invoice made for the work order

• Billed - all billable parts and billable labor are on an invoice and match

• Billed (Mismatch) - at least 1 invoice is created but not all billable parts and labor are accounted

• Paid - all billable parts and labor are on invoices and match, and all invoices are in a paid status

• Paid (Mismatch) - all invoices associated to the work order are paid but not all billable parts and labor are accounted

You can also override the system defined status to mark and invoice as paid. This can be undone as well.

You can filter the list of work orders by these status's as well.