Why use Group Billing Invoices?
When a customer wants one invoice for multiple properties and opportunities, we can use group billing invoices to group them into a single invoice.
Our landscape company has three maintenance contracts with a property manager for three separate properties and the billing contact is the same for each property. The property manager has requested one invoice is delivered to the billing contact instead of three separate invoices for their maintenance billing. This can be done in Aspire with a group billing invoice layout.
ABM is the billing contact and property manager for three separate properties within Aspire.
Creating Batches with Group Layout:
When using the group billing layout the billing information must be the same across properties. A saved list can be used to identify the properties to group into one layout.
When printing the batch an invoice layout would be identified for use with group billing. If a layout is not in your dropdown menu labeled as group billing this would be a layout request through AspireCare.
Items to Consider:
A group billing invoice will not display in the invoice list or receivables. For example: If combining three properties onto a group billing layout they will still be three separate invoices, with three separate numbers in the receivables and invoice list. The layout is a tool to combine for printable layouts only.
It is recommended the invoice number displayed on the layout is the batch number of the invoices.
Group Billing layouts cannot be emailed through Aspire. Using the example above since they would be three invoices if emailing automatically three emails would be sent for each invoice. The group billing layout would need to be saved as a pdf and then attached to an email delivered to the billing contact.
When receiving payments use the quick menu to add payment and choose the company that was invoiced.
This will provide open invoices for that company across all of their properties under management. Check boxes of invoices included within the group layout to apply payment.
This is single-use layout. If changes are required on an invoice, you will need to generate the batch again.