Billing and Invoicing

Use the TrackTik Billing module for invoicing your clients for services rendered. You can bill your clients for patrols, dispatches, or the hours your guards work at the site. You can also produce invoices on an ad-hoc basis that are not linked to any specific contract.

This section contains information on how to set up and use the Billing module and the best practices so that your clients receive the correct invoices every time.

Main Currency and Zero-dollar Items are two general configuration items that impact billing. They determine the main billing currency of the system and whether items with a $0 rate will appear on your invoices.

Follow the steps below to access these settings.

1. Go to Settings
2. General
3. Accounting
4. Select the currency of your choice from the list supported by our system.
5. Click the Save button.

Follow the steps below to hide zero-dollar items from invoices:

1. Click on Settings
2. Go to General
3. Select Invoicing
4. Choose whether you would like to show or hide $0 invoice lines.
5. Click Save.

We recommend hiding zero-dollar items as they take less place on invoices and look better overall.

This setting will allow you to select the Invoice format you want to use for the whole region.

You can access it by following the steps below.

1. Go To Settings
2. Select Invoice Settings

• Legacy Mode: This is a pre-designed invoice class that you can use.
• Standard:  This is a pre-designed invoice class that you can use.
• Custom: Custom will allow you to select the exact information you would like to see displayed on the invoice. By selecting this option, a second menu called “Display Settings” will appear below, allowing you to pick and choose your content.
• Custom  Bilingual: This option will allow you to select what you want, just like the Custom option. That information will then be displayed in both English and French.

The following settings will only apply if you use our Mobile Suite.

They will allow you to choose a Default Approval strategy for Dispatch and/or Patrols.

Please follow this link to access them: Settings > General > Mobile & Dispatch.

Several choices are available for both Auto Approval Strategies. You can auto-approve all, approve when time is less than base time, or do not auto-approve.

Set up the BackOffice billing defaults to ensure invoicing is handled correctly.

Follow the steps below to set up the billing module defaults.

1. Go to Settings
2. Select BackOffice Default
3. Go to Billing Default Settings Section

Configure the following settings:

Tax Engine: Select either Manual Tax Settings or Avalara Tax (v15). Manual Tax Settings means that you will manually configure the taxes. Avalara Tax (v15) is an integration that manages taxes in the United States. For this setting, you must fill out the required information in the AvaTax BackOffice Configuration.

Default Tax Class: Use the drop-down menu to access the Tax Class you already created. 

Note: This setting can be overridden at the Multi-Site, Client Site, or Site if needed.

Base Currency: This option will allow you to choose the billing currency. Open the drop-down menu and find the applicable currency. Your selection will become the regional default. 

Note: This setting can be overridden at the Multi-Site, Client Site, or Site if needed.

Bill items are essential to Invoicing. You must create them before creating your first contract. Each Service model in your contract must be linked to at least one Bill item. Bill items will also be displayed on each invoice when the specific service has been provided. You will be able to look at billing analytics per Bill Items. 

To set up your Bill items, follow the path below:

Settings > Bill Items > New Bill Item

You will decide how you need your Bill items to be created, as they can be particular to the type of service offered or more generic.

Bill Item Name: This is the name used throughout the system. Make sure you choose something that makes sense for all users. 

Code (Optional): While this field is optional, you may use it if you need another way to identify your Bill Item.

Unit Type: Depending on the Bill item you create, you must choose the per-hour or the per-item option.

Unit Price: Fill in this field based on the Unit Type you have already selected.

Taxable: Please indicate if it is a taxable item or not.

Note: Once a Bill item has been created, you can still edit it.

Tax classes determine the tax rates that will apply to the services you bill for. Follow the steps below to configure tax classes.

1. Click on Settings
2. Go to Tax Settings
3. Click the New Tax Class button to create one or multiple Tax Classes. 

4. Fill out all required information. 

• Description: Enter a description of the tax class.
• Tax Number(Optional): If you have a tax number, enter it here.

Tax Class Items

You can enter the tax class items because tax classes can consist of several different individual taxes. For example: in your jurisdiction, you may have city, state, and county taxes. You could create a single tax class that would apply each individual tax.

• Rate Type: Enter the name or description of the rate type.
• Number: Enter the tax number, if any.
• Rate: Enter the tax rate for this item.

Note: You can enter rates for less than 1% if necessary.

• Cumulative: If this tax item is itself taxed, check this box.
• Red X: Click this button to remove the item.

You can change the Tax Class Settings or the Base Currency for a Multi-Site, Client Site, or Site. Site settings override what you have set as defaults.

Follow the steps below to configure these settings.

1. Click on Sites (Client) and Select the Site
2. Go to Billing
3. Billing Settings & Preferences
4. Billing Settings Section

Here you can change the Default Tax Class and the Currency and Payment Terms.

Please see this article for more information about site-specific billing settings on this screen.

For each Site (Client), you can choose from multiple options to customize billing.

Access the menu by following this path:

Sites (Client) > Select Site > Billing > Billing Settings & Preferences

Configure settings for invoice distribution, billing settings, tax exemption, and others. Adjust the preferences in each of the sections according to the explanations below.

Invoice Distribution

Note: This is a mandatory setting.

Distribute by Mail: Switch this option to ON if you want to send invoices by mail.

Distribute by Email: Send invoices via email to the individuals you specify. If you turn it ON, an additional field will appear for you to fill in the corresponding email addresses.

Distribute by Fax: Switch this option to ON if you want the invoice sent by fax. If you decide to turn it ON, an additional field will appear for you to fill in the corresponding fax numbers.

Note: If you have provided a client portal Access to the client (with the right permissions), they can view their invoices directly from there.

Billing Settings

Tax Class: Please refer to the Tax Class section of this manual.

Account Currency: Select from the drop-down menu the currency you wish to use for the Site.

Default Payment Term: Select the payment term you wish to use for the Site. This determines when your clients will pay their invoices.

Note: The Billing Settings you configure here will override the System Default Settings.

Tax Exemption

Client is tax exempt: Switch on or off. This setting will determine which other settings are available.

A field called “Tax Exemption Attachment” appears below the Tax Exemption Document filed to display the following:

• Download button: to allow users to download and identify the attached file
• File name: to display the attachment file name

Note: We store only one file, meaning if we attach a new file, the old one will get archived automatically

Others (mandatory)

Internal Distribution Notes: This is a mandatory field. Enter information to share with the person who will process the Invoice internally, such as your Billing Clerk.

Invoice Permanent Memo: This is also a mandatory field. This memo will be added to the Regional Invoice Permanent Memo. It will appear on the invoice for your clients to see.

Invoice Attention of: Enter the name of the invoice recipient. This will appear on the invoice header.

Flag for review: This option will add a red flag to each invoice recurrence for that client. Switch ON or OFF based on your preferences. It will only be visible to internal users.

Complete the Avalara Tax information if you have selected this setting.

Follow this path to set the defaults: Settings > Avatax

For more information on the Avalara Tax configuration, speak to your TrackTik representative or visit https://help.avalara.com/.

For each Site (Client), you can choose a preferred language. This preferred language is site-specific. You can change your selection anytime, which will apply to all invoices.

Follow the path below to configure this setting:

Sites (Client) > Select Site > Edit > Preferred Language

Introduction

You can easily issue ad hoc invoices and credits from within the site and enter payments.

Ad Hoc Invoices

Ad hoc invoices are ones that you do not create from a contract. Ad hoc invoices, by definition, do not repeat and are useful when you would like to issue your client a one-time invoice.

Follow the steps below to use these features.

From within the site, click the billing tab.

To create an ad hoc invoice, click the New Invoice button.

Fill out the fields to create an invoice.

Number: The unique number of the invoice.

Contract: You can link the invoice to a specific contract.

Date: The date of the invoice.

Date Due: The due date of the invoice.

Period Start: Start date of the service period.

Period End: End date of the service period.

Tax Class: Select a tax class from the drop-down list.

Invoice Lines

Plus Sign: Click the plus sign to add bill items.

Line Memo: Add an optional memo to appear on the invoice.

Items: The number of unique items on that line of the invoice.

Quantity: The number of items on that line of the invoice.

Rate: The unit charge per item.

Subtotal: The line subtotal.

3 dots: Delete or void invoice lines.

Invoice Memo: Add an optional memo to the invoice.

PO Number: Add an optional PO number to the invoice.

Subtotal: The subtotal of the invoice.

Language selection

Select your preferred language for the invoice.

Ad Hoc Credit Memos

A credit memo cancels out the original invoice.  Follow the steps below to create a new ad hoc credit memo.

1. Click on the New Credit Memo button.

2. Proceed as you would with an ad hoc invoice, but make the quantity or the rate negative.
3. The invoice will change to Credit Memo in the upper right.

Billing Tabs

You will find tabs within the site billing section to help you easily perform billing and invoicing functions.

Invoices: See and manage a list of invoices for the site. You can log a payment, issue a statement of account, edit the invoice, duplicate the invoice, or credit the invoice.

Credit memos: Perform the same functions as you can under the invoice tab, but for credits. Credits are simply invoices with negative amounts.

Payments: See a list of payments you have made against invoices on the site. You also have the option to reverse any payments.

Price settings: See a list of bill items and rates for each. For more information about bill items, please see this section.

Ad Hoc Items: Use this tab to create items that will appear once on an invoice.

Add New Item: Click this button to add a new ad hoc item.

Service Date: The date of the service the bill item represents.

Contract: Select the contract to which the ad hoc item should be added.

Bill Item: Select the bill item to which the ad hoc item will be associated.

Tax Class: Select the tax class.

Quantity: Enter a quantity for the ad hoc item.

Unit Price: Enter the price of the ad hoc item.

Description: The description of the ad hoc item.

Note: Once the ad hoc item has been set up, it will appear on the next invoice for the site.

Billing Settings and Preferences: Please see this section for information on site billing settings.

This area displays information about invoices you have generated. View individual invoices, view aggregate data, and drill down into financial data.

Dashboard

Use this screen for a high-level overview of invoice information. View sales by time period, top 10 clients by revenue, sales per bill item, and an overview of aging accounts.

View All Invoices

This screen provides a more granular view of invoices than the dashboard.

Number: The unique invoice number.

Type: The service or billing model used for invoicing.

Client ID: The unique client identifier.

Client: The name of the customer.

Subtotal: The subtotal of the invoice.

Tax: Total amount of tax on the invoice.

Total: The total amount of the invoice.

Balance: The amount the customer currently owes on the invoice.

Distribution: The invoice distribution method, as set in site-specific preferences.

Status: Invoice statuses include:

• Draft: The invoice has not yet been finalized.
• Approved: The invoice has been finalized.
• Approved and Distributed: The invoice has been approved and sent to the customer.

Approve/Distribute: A green approve button will appear here if the invoice has not been approved. A distribute button will appear if the invoice has been approved but not distributed. This column will be blank if the invoice has been approved and distributed.

Invoice Date: The date the invoice was generated.

Due Date: This date is based on the invoice and the customer’s payment terms.

Aging: The number of days the invoice has been pending payment. If the invoice has been paid, a paid message will appear here.

Aging: The category of accounts aging into which the invoice falls if unpaid. If paid, a paid message will appear here.

View: Click this button to view the invoice.

Pay: Click this button to enter a payment.

Edit: Click this button to edit the invoice.

Red X: Click this button to remove the invoice. 

Note: The contract will not be deleted, and the invoice can be re-generated for the same period.

Prepare Invoice

From this screen, you can view, manage, and process invoices that have not yet been processed. 

Note: You can view invoices in any status on this screen, including those processed. Use the filters to view invoices by status, date, and billing cycle parameters. 

Cancel: Cancel the invoice for this billing cycle.

Note: This option does not cancel the contract. The invoice can be re-generated if canceled.

Gear Button: Click this button to edit contract configurations.

Invoice Date: View the date the invoice was generated and the period the invoice covers.

Length: The number of days within the invoicing period.

Account: The account name and address.

Contract Start Date: The beginning date of the contract.

Distribution: The distribution method of the invoice.

Invoice: The amount will appear here if the invoice has been finalized. Otherwise, the column will be blank.

Status: The status of the invoice.

• Canceled: The invoice has been canceled.
• Approved and Distributed: The invoice has been approved and sent to the client.
• Validation Error: Errors are blocking the creation of the invoice.
• Not Processed: The invoice has not been finalized.
• Draft: The invoice has been prepared but is a draft and can still be edited.

Note: Use the drop-down to filter by status.

Subtotal: The subtotal of the invoice, if it has been prepared. If validation errors or the invoice has been canceled, ‘Preview’ will appear in this column.

Last Invoice: The amount of the last invoice for this customer.

Prepare: Click this button to prepare the invoice.

Preview: Click this button to preview the invoice. This option will allow you to edit and resolve errors before finalizing the invoice.

Prepare in Batch

This option allows you to view, prepare, and manage multiple invoices simultaneously, allowing you to save time.

Cancel: Cancel the batch of invoices.

Note: This option does not cancel contracts. Invoice batches can be re-generated after canceling.

Batch ID: The unique ID of the batch.

Region: The region in which the batch is contained.

Batch Date: The date the batch was generated.

Recurr: The number of invoices following the recurring invoicing model.

Ad Hoc: The number of ad hoc invoices (invoices not generated from a contract) in the batch.

Total: The total number of invoices in the batch.

To Verify: The number of invoices in the batch that contain blocking errors.

Subtotal: The subtotal of all invoices in the batch.

Tax: Total amount of tax in the batch.

Total: The total dollar amount of all invoices in the batch.

Canceled: The number of canceled invoices in the batch.

Drafts: The number of invoices in draft status contained in the batch.

Approved/Not Distributed: The number of invoices in the batch that have been approved but not distributed.

Distributed/Completed: The number of invoices in the batch that have been distributed.

Edit: Edit the batch of invoices. Editing the batch allows you to change any of the following parameters.

Region: The region of the invoice batch.

Action: The invoicing action you wish to apply to the batch. You can create the batch only or create the batch and create invoice drafts.

Invoice Date Range: The date range for the batch

Ad Hoc Invoices: Choose to include or not include invoices not generated from contracts.

Filter By Frequency: Filter the invoices that appear in the batch by invoice frequency.

Filter by payment methods: Choose to include invoices by client payment method.

View: View and manage individual invoices within the batch.

Invoice Analytics

See an overview of invoice items, revenue totals, and more. Filter by site, date, quarter, year, and/or location. Compare data using the drop-downs at the top.

Use the drop-downs to compare data.

1. The First Data Aspect: This is the first data aspect you want to compare.
2. The Second Data Aspect: Select from the drop-down, or leave blank not to select a second data aspect.
3. Filter By Account: Begin typing to filter by a specific account.
4. Filter By Bill Item Name: Select the name of a billing item from the drop-down.
5. Filter By Bill Item Code: Select the bill item code from the drop-down.
6. Date: Select a date to filter.

You can also filter by clicking the icons on the left-hand side.

1. Bill Item: Filter data by bill item.
2. Account: Filter by account.
3. Month: Filter data by month.
4. Year/Month: Filter by year and month.
5. Quarter: Filter data by quarter.
6. Year: Filter data by year.
7. Day of Month: Filter data by the day of the month.
8. Country: Filter by country.
9. Region: Filter by region.

A chart with a heat map below the graphs allows further drill-down into the data. Larger numbers are highlighted in red.

Revenue Analytics

Drill down into revenue analytics to see revenue, profit, and loss data.

This section provides step-by-step instructions on how to prepare invoices.

• Under the Billing tab, click on the Prepare Invoice menu option.
• Ensure all the prerequisites have been done.
• Click on the Preview button to resolve any billing errors.

Click on the Billing tab.

Click on Prepare Invoice.

You can filter the occurrences. If you filter by dates, always include the date the invoice is created. Usually, a day after the period ends).

Ensure there is a distribution method for each invoice. Invoices for sites without a distribution method will show an error in the Distribution column.

This error can be resolved by going to the site and configuring a distribution method in the site billing options.

Depending on the invoice status, a pop-up window will open with a pre-selected choice.

Create Invoice as Draft & Edit:  -  Make changes to the line items in the invoice, either add or remove

Create Invoice & Preview PDF: Generate the PDF for the invoice *Preferred option if you do not think the invoice needs manual adjustment.

Create & Approve Invoice: Once approved, it cannot be edited * This should be used for recurrent items, fixed cost invoices, or already reviewed invoices.

Create & Approve & Distribute: This will create and Approve the invoice and send a copy to the client and you if selected.

You can also go to View All Invoices to approve and distribute invoices.

Follow this path: Dashboard > Billing > View All Invoices

If billing errors exist, select Preview on the Invoice line and then Validation Error to fix the issue. Once errors are fixed, you can create the invoice type of your choice again.

Once you have reviewed your invoice, edit it if needed, you can now approve and distribute your invoice.

Outstanding Invoices

This screen allows you to view paid and unpaid invoices, filter by past due invoices, and view and manage invoices in any status.

Number: The unique invoice number.

Type: The type of invoice.

• Recurr: A recurring invoice generated from a contract.
• Ad Hoc: An invoice you created is not based on a contract.

ClientID: The unique ID of the customer.

Subtotal: The subtotal of the invoice.

Tax: Taxes applied to the invoice.

Total: Total of the invoice.

Balance: The unpaid balance of the invoice.

Distribution: The method with which the invoice was sent to the client and the date it was sent.

Status: The status of the invoice.

• Draft: The invoice is a draft and has not yet been finalized.
• Approved: The invoice has been approved but has not yet been sent to the client.
• Approved and Distributed: The invoice has been approved and sent to the client.

Approve: This column will be empty if the invoice has been approved. A green "Approve" button will appear in this column if the invoice has not been approved.

Invoice Date: The date the invoice was generated.

Due Date: The client's payment date is based on the invoice date and the customer’s terms.

Aging: The number of days that have elapsed without payment.

Aging: The aging category or range into which the unpaid invoice falls.

View Button: View the invoice.

Pay Button: Apply a payment to the invoice.

Edit Button: Edit the invoice.

Red X Button: Remove the invoice.

Note: Removing an invoice does not remove or close a contract. An invoice can always be re-generated for the period.

You can filter the information in this screen by the following criteria:

• Date range
• Approval status
• Payment status
• Other criteria

Payments

This screen contains information about payments you have entered against invoices.

Date: The date the payment was entered.

Invoice: The invoice number against which the payment was made.

Client: The name of the client.

Amount: The amount of the payment.

Note: If it is a credit, the amount will show in parenthesis to indicate a negative amount.

Method: The method of payment used for the payment.

Memo: The text of the invoice memo, if any.

Added By: The name of the user who entered the payment.

Note: You can filter payments by date range.

View and manage contracts for all sites within a region or portal.

Edit Button: Edit the contract. This button opens the same screen you use to create the contract.

Contract ID: The unique ID of the contract.

Service Location: The name of the site.

Start Date: The service start date is listed on the contract.

End Date: The end date of the contract, if any. If there is no end date, ‘Continuous’ will appear.

Payment Terms: The customer’s terms.

Billing Frequency: How often an invoice is generated for the customer.

Details View: This button opens the same screen you use to set up service models in the contract.

Quick View Button: Opens a quick contract overview screen in the right sidebar.

Invoices Button: This button displays a list of all invoices associated with the contract and allows you to view and manage them. You can view, edit, send, and delete invoices from this screen.

Note: You can filter the information in the All Contracts screen by the following criteria:

• Ending or Beginning Between Date
• Occurrence (invoice frequency)
• Other Criteria

Note: Enter search terms in the box to filter by other criteria.

This screen displays all positions at sites and zones throughout the portal.

Plus Button: Drill down into information about the position.

ID: The unique ID of the position.

Account: The account with which the position is associated.

Description: The name of the position.

Bill Item: The billing item associated with the position. If none exist, ‘Not Set’ will appear in this column.

Contract: The name of the contract set for the position, if any.

Temp: Will show the end date of the position, if any. If there is no end date, it will be blank.

Tpt Hours: The weekly hours scheduled for this position are on the schedule template.

Shift: Total number of shifts for the position.

Bill Rate: The rate you bill your client per hour worked at this position.

Holiday Rate: This column shows how holidays are billed for this position.

Edit: Click this button to edit the position. Clicking this button will open the screen you use to create a position.

Duplicate: Click this button to duplicate the position at the same site or zone.

Red X: Click this button to terminate the position.

This screen displays a list of patrol groups for all sites. Please see this article to learn more about patrol groups and how to set them up.

Account: The site with which the patrol group is associated.

Group Name: The name of the patrol group.

Charge Type: Description of how services are billed for this patrol group.

Rate: The rate charged for this patrol group.

Holiday: The amount billed per patrol on designated holidays.

Weekly: The number of patrols in the group that occur weekly.

Warnings: Any warnings associated with patrols in this group.

Range: The beginning and end dates of the patrol group.

View Tour Dates Button: Opens a screen that provides billing information about patrols between specific dates.

Edit: Edit the patrol group.

Set Up Patrols: Click this button to set up patrol hits at specific sites.

Red X Button: Delete the patrol group.

The ending contracts screen shows contracts that are ending or beginning within a selected period of time. Simply enter a date range and select whether the contracts shown should begin or end between the period you entered.

Edit: It allows you to end a contract you've created.

Contract ID: The unique ID of the contract.

Description: The description or name of the contract.

Client ID: The unique ID of the client or site.

Service Location: The place where the services shown on the contract were rendered.

Start Date: The start date of the contract.

End Date: The end date of the contract.

Payment Terms: The number of days before invoices are considered aging.

Billing Frequency: How often the invoice is generated.

Details View: Click this button for specific information on the services added to the contract (hourly, patrols, dispatch, etc.)

Quick View: This button provides a high-level overview of the contract.

Invoices: This button opens a window showing the details of each invoice produced against the contract.

The Contracts Feature has a central view where you can manage everything in one location.

Access this information tab by following this path:

Sites (Client) > Select Site > Contracts

On this screen, you can view the following information:

• A list of contracts created at this Site.
• Hourly guarding settings.
• Scheduled patrol services for ongoing billing.
• Scheduled patrols where service periods are enforced.
• Dispatch services.
• Services that are billed regularly.

As you can see, the sections of this screen correspond to service models. Only service models that apply to the site will be visible on this screen.

Set up service models at Multi Sites, Client Sites, or Sites. Service Types determine how you will bill your clients for your services. 

You can set up 4 different service models:

• Hourly Guard Services
• Scheduled Patrols
• Dispatch Services
• Recurrent Items

Hourly Guard Services

With Hourly Guarding, you bill your client based on the number of hours guards work at the site. This is one reason why service types are linked to positions. For more information about positions, please see this article.

You can either create a new position or edit an existing one.

Follow the path below to do so:

Sites (Client) > Select a Site > Positions > Create a position / Edit button

Then, follow this path to set up hourly guarding services for the contract.

Sites (Client) > Select Site > Contracts > Select Contract > Hourly Guard Services Section > Setup Button

You can set up hourly guarding services in this screen's Hourly Guard Services section.

Contract: The list in this drop-down menu is linked to contracts you created in a previous step for this Site. You can also set this position as Non-Billable.

Bill Item: Select the Bill Item you want to apply to your contract. They represent the services you will render at this site. Bill items appear on the contract and the invoice.

Discount %: Choose to apply a discount to the invoice. 

Billing Method: Two choices are available, either Hourly or Fixed. The fixed option allows you to bill your client a set rate. The hourly option allows you to bill your client per hour.

Bill Rate: Fill in the hourly rate you will be billing your clients for work at this position. Adjust the rate using the “Matrix” button if you have special conditions, such as a weekend-specific premium.

Bill Premiums: If you created Pay or Bill Premiums, you could add them here.

Breaks (Billing): Choose to bill all breaks, only rest breaks, only meal breaks, or no breaks.

Holiday Billing: Select from options, such as not charging holidays, using a rate multiplier (you will be able to choose the multiplier if you select this option), or using a fixed holiday rate of your choosing (you will be able to choose the rate if you select this option).

Holiday Group: This option will appear only if you bill your holidays. From the drop-down menu, select the Holiday Group you created earlier.

Holiday Hourly Rate: You can apply a specific hourly rate for the holidays you previously identified in the Holiday Group.

Billing Overtime Rule: Based on the Overtime Rules available in your system, you can choose the specific rule you want to apply to this position. 

Price Tier - Scheduled Patrols

There are two different options for billing for Patrols Services: “Price Tier - Scheduled Patrols (Enforce Service Periods)” and “Price Tier - Scheduled Patrols (Ongoing Services).”

Enforce Service periods: This service model enables you to schedule patrols. This service is "Enforced." It allows you to bill for scheduled patrols that were contracted within the service period, regardless of whether they were performed. These must be approved during the service period.

Follow this patch to create a Price Tier for Scheduled Patrol and Enforce Service periods. 

Sites (Client) > Select Site > Contracts > Select Contract > Price Tier - Scheduled Patrols (Enforce Service Periods) > Setup Button

Ongoing Services: The "ongoing" option allows you to bill for scheduled patrols outside the service period. They can be approved during the service period or later.

This service model is similar to the dispatch (ad hoc events) service model. However, you can plan the patrols via a scheduling mechanism.

Follow this path to create a Price Tier for Scheduled Patrol and Ongoing Services.

Sites (Client) > Select Site > Contracts > Select Contract > Price Tier - Scheduled Patrols (Ongoing Services) > Setup Button

Follow this path to manage all Price Tiers created at a Site, both for Enforce and Ongoing Services, by accessing the path below:

Sites (Client) > Select Site > Mobile Dispatch > Patrol Price Tier

Click the “Create Price Tier” button to create a price tier.

Name: Price tier name or description. This will be used to identify the price tier throughout the system.

Code / ID: An optional unique code or ID for the price tier. Leave blank to have the system generate one.

Service Model: Select “Enforce Service Periods” or “Ongoing Services” for patrols. “Dispatch Service Model” is discussed below.

Internal Instructions: Information for patrol officers. This is for internal use only; clients won’t have access to it.

Service Dates: Set the dates during which you will provide these services. The Begin Date can be set in the past. The End Date can be left blank if you want an ongoing service.

Other Charges: This section adds another item to your billing invoice. The percentages for Fuel Surcharge are calculated on the price of the patrol. This generates an individual revenue line and will be linked to the same patrol event. Add a descriptive label that will appear in the Invoice line.

Contract: This option may be filled in and locked depending on how you access this menu. If you access it through the Contract path, the contract has already been selected. If you accessed it through the Mobile Dispatch path, you must manually select the right contract to associate your Price Tier.

Bill Item: Select the Bill Item from this list to apply to the Price Tier. The type of services you will provide at this Site for this Price Tier.

Discount (%): Apply a discount to the billing. This will allow you to manage discounts and have flexibility during negotiations. Percentages are calculated on the price of the patrol. Discounts generate an individual revenue line and will be linked to the same patrol event.

Note: When you have both discounts and fuel surcharges, they will be calculated individually on the patrol event cost, and do not multiply each other.

Charge Type

Select the applicable charge type. Other fields will appear based on your selection.

Actual (Completed patrols): Actual, completed patrols. It will charge a Unit Rate per completed patrol. Fill in the Unit Rate to complete the section.

Note: This Charge Type requires approval.

Actual / Time Matrix: Actual, completed patrols. The cost is calculated based on a time matrix. The Price will be charged based on duration (Minute). Additional charges can apply based on additional time. To complete the patrol.

Note: This Charge Type requires approval.

Contracted (Planned patrols): Planned patrols. A Unit Rate will be charged per planned patrol, regardless of whether the patrols were completed. Fill in the Unit Rate and complete the section.

Note: This Charge Type requires approval if used with the Service Model: Ongoing Services. This Charge Type does not require approval if used with the Service Model: Enforce Service Periods.

Flat Rate (Per Service Period): A flat rate will be charged per billing period. For this option, it does not matter how many patrols are scheduled or completed. The price will be the same for the whole period. Fill in the Flat Rate ($) that appeared below to complete the section.

Note: This Charge Type requires approval if used with the Service Model: Ongoing Services. This Charge Type does not require approval if used with the Service Model: Enforce Service Periods.

Prepaid Bank (Dispatch Only): This can allow you to bill the client for several services and to deduct them from that total as they are used. After X amount of dispatches, a refill will trigger, and another prepaid charge will be applied to the invoice.

Note: Flat Rate option for Charge Type is only available for Dispatch services and Enforce service Period patrols.

Holiday Rate Type: Select this option if you want to charge for Holidays. If set, a new section will appear to choose the Holiday Group and the additional charges you wish to apply. The start time of a patrol determines whether it falls on a holiday.

Note: If a Price Tier has a Fuel Surcharge and/or a Discount and a patrol event falls on a holiday, percentages are applied to the holiday rate.

Patrol Billing Flow

Each patrol passes through the auto-approval (guard en route, a guard arrives on-site, completes a report, and finishes the job) as defined by the rules. The patrol will be available on the verification screen if it is not auto-approved.

Approved patrols will automatically become billable. Once billable, the system selects all unbilled services and inserts them into the invoice to be billed for ongoing services. 

Note:  You can modify the patrol billing attributes until the revenue items are created. You can modify the revenue items until an invoice is created.

Patrols not linked to a contract or a price tier will not be billed. Patrols that are unapproved will also not be billed. Likewise, if patrols are set to unbillable, they will not be billed.

Invoice amounts include the holiday amounts and the standard amount, if applicable. If you decide to override the standard amount, you will simultaneously override the base and holiday amounts.

Dispatch Services

Dispatch Services is the last option available when setting up a Price Tier. You can use a single Dispatch Price Tier for all dispatches or set up different ones. You can build workflow(s) to manage the dispatch job, Billing Action, and Cancellation threshold Action. For more information on building dispatch workflows, please refer to the TrackTik Guarding Suite manual.

Follow the link below to set up a dispatch price tier:

Sites (Client) > Select Site > Contracts > Select Contract > Dispatch Services > Setup Button

You can also follow this path:

Sites (Client) > Select Site > Mobile Dispatch > Dispatch Price Tier

Click on the “Create Price Tier” button to create the price tier.

Note: Setting up a price tier for dispatch is like setting up a price tier for patrols. However, select the appropriate options when setting up a dispatch price tier.

Service Model: Select “Dispatch Service Model.”

Cancellation Threshold: Enter the minutes during which the client can cancel the service without being charged. 

Note: The start and finish of the cancelation timer will be applied to a status node of a workflow.

Please refer to this article for more information on workflow status nodes.

Charge Type: Select the applicable charge type. Depending on your choice, subsequent menus, and options will be adjusted.

• Actual (Completed patrols): Completed dispatches. It will charge a Unit Rate per completed dispatch. Enter the Unit Rate to complete the section.

Note: This Charge Type requires approval.

• Actual / Time Matrix: Completed dispatch services. The cost is calculated based on a time matrix. The Price will be applied to an initial duration (Minute) and can have an additional time section if the service exceeds the set limit.

Note: This Charge Type requires approval.

• Flat Rate (Per Service Period): A flat rate will be charged per billing period. It does not matter how many services are completed; the price will be the same for the whole period. Fill in the Flat Rate ($) to complete the section.

Note: Flat rate charges can lead to losses for your company if there are more than the expected number of dispatches for a period. On the other hand, you may also charge a client even if no service was provided. Revenue generated from flat rate charges is more predictable.

• Prepaid Bank (Dispatch Only): Bill the client for a set quantity of services and deduct them from that total as they are being used. After X amount of dispatches, a refill will trigger, and another prepaid charge will be applied to the invoice.

Note: This Charge Type requires approval.

You can set up dispatchable tasks after setting up a dispatch price tier.

Follow this path to access dispatchable tasks.

Sites (Client) > Select Site > Contracts > Select Contract > Dispatch Services > Blue Setup Buttons

From there, you can associate Job Types with the Price Tier. For more information on Job Types, see the TrackTik Guarding Suite manual.

Filter, Dispatch Billing Model, Alarm SLA: Apply a Dispatch Billing Model and Alarm SLA in batch to the selected Site Locations listed below.

Dispatch Billing Model:  Select the dispatch billing model to apply to the dispatchable Job Type. The Not Billable option will not bill the client, while the rest of the drop-down menu will give you the list of all the models available to bill the client.

Alarm SLA:  Select the Service Level Agreement (SLA) that will apply to the dispatchable Job-Type.

Note: For SLA information, please refer to this article.

Their operation flow is the following:

• Dispatch is created.
• Dispatch goes through the workflow motions.
• Dispatch is closed.
• The event is passed through the auto-approval process via the rules. 
• If not auto-approved, it is available on the verification screen for the user to approve manually. 

There is a setting to auto-approve events on certain conditions.

If one or more of these conditions are met, the dispatch will not be auto-approved:

• The auto-approve setting is set to off.
• There is no price tier linked to the event.
• The price tier does not have a task type.
• The job was canceled within the threshold of cancellation.
• The billing notes were entered in the event. 
• The event did not meet the SLA.
• The duration of the event is 0 or null, meaning no duration was logged.
• The event lasted more than the base minutes unless the option to approve all had been selected.

Approved dispatches are automatically invoiced. 

Note: You can modify the dispatch billing configurations until the revenue items are created. You can modify the revenue items until the invoice is created unless the revenue item is posted to a General Ledger system via an integration.

Dispatches not linked to a contract or a price tier will not be invoiced. Dispatches that remain unapproved will not be invoiced. If dispatches are set to unbillable, they will also not be billed.

Invoiced totals include the holiday amounts in addition to the standard amount. If you decide to override this total, it will override both the standard and holiday amounts.

The Patrol and Dispatch Billing Verification Screens

The billing validation screen lets you decide which completed patrols and dispatches to bill. Any patrols and dispatches not approved will be visible on this screen.

Job ID: The unique ID of the patrol or dispatch.

Blue Plus Button: Click this button to edit the report associated with the job.

Bill Note: Read the note associated with the patrol or dispatch.

Job Type: The name or description of the job.

Time: The date and time stamp of the job.

Account: Name and address of the site where the job took place.

Info Button: Use this button to drill down into the job and make any changes. Clicking this button opens a new window in the left sidebar.

Price Tier: This column contains the name and other specifics of the price tier. A red ‘NOT SET’ message will appear if no price tier is set.

Assignee: The guard to whom the job was assigned.

Region: The region where the job was handled.

Status: The latest status of the job.

Min: If an SLA is set, this column will display the number of minutes over or under the SLA.peating basis. You can determine if each item is taxable and whether the price must be charged on each invoice.

To create a Recurrent Item, please follow this path:

Sites (Client) > Select Site > Contracts > Select Contract Recurrent Items Section > Setup Button

Click on the Add button to start creating recurrent items.

Bill Item: From this list, select the Bill Item you want to use for your Recurrent Item. Examples could include phones for your officers, a special report you have for them, or even client portal access.

Description: The description of the recurrent item. This description will appear on your client’s invoice.

Service Location: The service location. This is the Site to which the recurring item will apply. This location will also appear on your client’s invoice.

Quantity: This is the multiple of the rate.

Rate: The rate for a single recurrent item.

Every: This field is used for the occurrence of the item. The item will be applied to the invoice regardless of the invoice occurrence.

Reference Date: The date of the charge.

Start Date: The start date of the charge.

End Date: The end date of the charge. Leave this field blank for ongoing services.

Taxable: Select if you need to make the item taxable.

Total: The total charge that will be applied for the bill item. It is the product of the Quantity and the Rate.

You will see this message in the following scenarios.

• If the recurrent Item Does Not have an expiry date:
  • We apply the site closing date to the recurrent item
• If the recurrent item has an expiry date after the site expiry date:
  •  We update the recurrent item expiry date with the Site closing date

Billing Matrix

Invoice Errors

In case of errors, a red warning message will appear.

You must resolve them to produce the invoice. To correct the validating errors, go to the preview details on the left of the screen. Access the menu for each error before proceeding.

Warnings that appear in yellow do not block you from preparing the invoice. Warnings may include:

• Patrol Services, not setup.                                                      
• Items quantity at 0.
• Unapproved patrols (flat-rate or contracted) are attached to a post-billed contract.

Blocking Errors appear in red and block you from proceeding. Resolve them to proceed. Blocking Errors include:

• An invoice with no billable item. You can either fix or cancel the occurrence.
• Unapproved shifts.
• Unapproved patrols (actual completed or actual time matrix) are attached to a post-billed contract.

Once you create an invoice, you can still edit it. Invoices in Approved and Approved & Distribute cannot be edited. In the event that a user makes a mistake, the user must delete and re-generate the invoice.

1. Edit: Select this option in the draft status or from the preview when all validations are completed.
2. Summary: The details of the invoice.
   • Bill To: The account that will be billed.
   • Bill From: The billing information of the company.
   • Number: Invoice number. This can be changed if needed.
   • Contract: The contract associated with the invoice. This can be changed if needed.
   • Date: The date of the invoice.
   • Due Date: The due date of the invoice.
   • Period Start: The start of the invoice period.
   • Period End: The end of the invoice period.
3. Invoice Lines: The details of the invoice.
   • Bill Item: The billing item that is associated with the price tier.
   • Line Memo: The name of the price tier.
   • Items: The number of items.
   • Quantity: The quantity of the bill item.
   • Rate: The rate of the bill item.
   • Subtotal: The quantity time rate, the cost before taxes.
4. + button: Click this option to edit the current bill item.
   • Bill Item: The billing item can be changed.
   • Line Memo: The line memo can be changed.
   • Quantity: The quantity can be changed.
   • Rate: The rate can be changed.
   • Service Date: The service date can be changed.
   • Service Location: The service location can be changed (Site).
5. + Add New Item to this Line: Will add a new billable charge under the currently selected item
   • Bill Item: The billing item can be changed. By default, it will be the bill item from the bill item selected to add a new item to this line.
   • Line Memo: The line memo that can be filled out.
   • Quantity: The quantity that can be applied.
   • Rate: The rate that can be applied.
   • Service Date: The service date that can be applied.
   • Service Location: The service location can be changed (Site). By default, the service location will be the bill item selected to add a new item to this line.
6. + / +: Select this option to apply a new bill item.
   • Bill Item: The billing item to apply.
   • Line Memo: The line memo that can be filled out.
   • Quantity: The quantity that can be applied.
   • Rate: The rate that can be applied.
   • Service Date: The service date that can be applied.
   • Service Location: The service location can be applied (Site). 
7. Invoice Memo: This can be changed to add a new invoice memo other than the default one.
8. PO Number: This can be changed. The PO number is from the selected contract.
9. Subtotal: The subtotal of the current invoice, including the changes, if any. This does not contain any taxes. Taxes will be applied later.
10. Language: Select a different language.
11. Save as Draft: Select this option to save the invoice in the Draft status.
12. Approve: Select this option to save the invoice in the Approved Status.

An invoice can be approved individually or in a batch. Batch invoices allow you to generate multiple invoices at once.

Access this option by following the path below:

Dashboard > Billing > Prepare in Batch.

Click on the Create Batch button to prepare your invoices in a batch.

Region: The region in which the batch will be created.

Action: The list of actions that can be done with this menu. 

• Create Batch and Create Invoice Draft: Creates the invoices in draft mode.
• Create Batch: Creates and approves the invoices that do not have to be verified because of issues.

Adhoc Invoices: Will include any Adhoc invoices if applicable in the batch.

Filter by Frequencies: This will allow you to filter invoices by frequencies and create only those frequencies in the batch action.

Save the batch and proceed. Saved batches will be accessible in the future.

To view individual invoices in the batch, click the view button to the right of the batch group line.

If any errors or warnings remain, you can access them from this view. Use the top menu to navigate through the other options:

Back to Batch List: Returns the user to the previous screen.

View All: This will show all the invoices to the user in PDF format in a new window.

Create Drafts: Provides the user with various options.

• Create Drafts: Creates the draft invoices.
• Approve all drafts invoices: Approve all draft invoices.
• Distribute approved Invoices that were not previously distributed: Distribute all invoices that are not already distributed.

Approve all drafts invoices and distribute all invoices that were not previously distributed: Approve all the drafts and distribute any invoices that have not yet been distributed.

• Send a copy (When distributing): Sends a copy of the distributed invoices to the email addresses that are inputted.

Approve All Drafts: Approve all draft invoices.

Approve All Drafts & Distribute All invoices: Approve all the drafts and distribute any invoices that have not yet been distributed.

Distribute Only Approved Invoices: Distribute all approved invoices that are not already distributed.

Manage Invoice Occurrences: Provides the user with various options.

• No Billable Item:
  • Remove Invoice Occurrences from Batch: Remove the invoices with no billable items from the batch.
  • Cancel Invoice Occurrences: Cancel the invoice occurrence with no billable items.
  • Take no Action: Takes no action on the invoice occurrence.
• Billing Errors:
  • Remove Invoice Occurrences from Batch: Remove the invoices with billing errors from the batch.
  • Take no Action: Takes no action on the billing error.

When a customer says a charge is wrong, or an invoice needs to be reversed, a couple of options are available.

Use the Invoice Credit Button

The Credit button is the quickest and easiest way to credit an invoice.  Follow the steps below to use this method.

From within the site, click the Billing tab.

Under the Invoices tab, click the Credit button next to the invoice you would like to credit.

The Credit Memo screen will populate. The credit memo will be the same as the original invoice but with negative dollar amounts.

Click on the plus sign beside any of the items to delete or void any items on the credit memo. You can also make other modifications, such as changing descriptions, quantities, or prices.

Use the button with the 3 dots to modify the items in bulk.

Issue An Ad-Hoc Credit

You can also create an ad hoc invoice without starting directly from an invoice. Follow the steps below to do so.

Under the Billing tab on the site, select the New Credit Memo button.

Fill out the fields for the credit.

After filling out the fields, click Save As Draft or Approve.

Note: Credit memos will appear under the Credit Memo tab. You can view, edit or delete credit memos once they have been created.

TrackTik does not automate this process. However, you can enter payments manually.

Once you have received payment, go to the Billing Dashboard or the Site and click the Pay button. You can record the date of the payment, the payment type, and a memo (confirmation#, cheque#, etc.). This will then update the invoice aging information.

Follow this path to enter payments: Dashboard > Billing > Outstanding Invoices.

Click on the Pay button of the invoice and fill out the fields.

Select Invoice: Pre-selected based on the invoice line selected.

Payment Type: Select from options such as Credit Card, Cheque, Cash, and Bank Transfer.

Payment Amount: The amount paid if the payment was not made in full with a single Payment Type.

Memo: Add any notes.

Date: By default, the date will be today’s date; you can change it if needed.

The Payment will be added to the list in the Payments menu under the Receivables section.

Follow this path to access that area: Dashboard > Billing > Payments.

To reverse a payment, go to the site > Billing tab.

Click on the payments tab. Then, select the Revert button.

Any payment that has not yet been reversed will have the option of reversing the payment.

Click the Revert button and enter a memo.

Click Save to finalize the payment reversal.

Once all errors have been cleared, proceed to Prepare your invoice. You can access other options from the preview screen, which will bring you through the final steps of the Invoice creation process.

To prepare an invoice, click the Billing tab and select Prepare Invoice from the menu.

1. Filter by Region
2. Filter the list of invoices by Attention Required (To Prepare, Drafts, Not Approved, or Not Distributed), All, To Prepare, Draft, and Canceled.
3. Filter by how often invoices are generated.
4. Filter by invoices that are flagged for review or not flagged for review.

1. Filter by Date.
2. Filter by search criteria you enter.

Click on the Prepare button next to any invoice listed as Ready to Process. 

The same menu is accessible once you click one of the four or prepare buttons.

Depending on the invoice status, a pop-up window will open with a pre-selected choice.

Create & Edit: This allows you to edit the invoice.

Create & Preview: Preview the invoice in PDF format.

Create & Approve: Put the invoice in the Approved status. - An Approved Invoice cannot be edited.

Create & Approve & Distribute: Put the invoice in the Approved & Distributed status.

You can also go to View All Invoices to approve and distribute invoices.

Follow this path: Dashboard > Billing > View All Invoices

At any time, you can also preview and print an invoice.

To remove the Amount Enclosed field, you may turn off the Accounts Receivable by going to:

1. Settings
2. Features
3. Accounts Receivable

Follow the path below to create a new contract. 

Sites (Client) > Select Site > Contracts > Create Contract.

Fill out the contract fields.

Contract General Information

Contract Label: The contract name.

Code / ID: Enter a unique Code / ID for the contract. If blank, TrackTik will automatically assign one. 

Service Start Date: Start date of the contract. 

Note: It is possible to enter a date in the past.

Service End Date (Optional): The end date of the contract. This is an optional field. If blank, the contract will continue indefinitely.

Service Models

Service Types: This is the list of all the service types associated with the contract. When you select one, additional menu options will appear with more configurations.

Note: You can select several Service Types in a single contract:

• Hourly Guarding: Bill the client based on the hours worked at the site.
• Scheduled Patrols (Enforce Service Periods): Bills the client for mobile patrols. Patrols will be billed in the period in which the services were rendered.
• Scheduled Patrols (Ongoing Services): Bills the client for mobile patrols. The patrols can be billed at any time, not necessarily during the period in which the services were rendered.
• Recurrent Fixed Cost Model: A fixed cost is applied to the invoice based on different occurrences.
• Dispatch Service Model: Bills the client for dispatch services.

Payment method: For internal information on how the client pays for the services. It will be shown in the prepare invoice section in billing. Options available are Credit Card, Check, Cash, or Bank Transfer.

Payment Terms: How long the client has to pay the bill once it has been provided for the service period.

Optional Contract ID:  An external contact ID. For internal information.

Optional PO Number: An optional PO number is shown on the invoice.

Optional Estimated Per Period Revenue: Used for projections. For internal information only.

Invoice Recurrence

Billing Recurrence: This is the frequency of the recurring invoice. Setting this up will flash the “To Prepare” tile when preparing an invoice according to the recurrence and the cycle reference date.

Billing Type: You can choose between two options. The first one will allow you to invoice the client for services completed in the past (Bill at End of Service Period). In contrast, the second one will invoice the client for services in the future not yet completed (Pre-Bill at Start of Service Period).

Cycle Reference Date: The date that will be used to start the billing recurrence cycle.

Invoice date adjustment: The additional or subtracted days to produce the invoice for the client. This will work with the payment terms and the view on invoices to produce in the billing section.

Note: The invoice recurrence section can be edited until the first invoice is processed. After that, you must create a new contract for that client to change the recurrence. You can validate the information above by clicking on Preview Invoices Dates.

Note: Information on the contract page will vary according to the configurations you have set.

The billing validation screen lets you decide which completed patrols and dispatches to bill. Any patrols and dispatches not approved will be visible on this screen.

The Billing Verification screen is available at both the portal and site levels.

Patrol and Dispatch Billing - Portal Level

Follow the steps below to access the patrol and dispatch billing tabs at the portal level.

1. From the Live Dashboard, click the Mobile Dispatch tab.

2. In Mobile Dispatch, select the "Dispatch Billing" option under Dispatch or Patrol.

Job ID: The unique ID of the patrol or dispatch.

Blue Plus Button: Click this button to edit the report associated with the job.

Bill Note: Read the note associated with the patrol or dispatch.

Job Type: The name or description of the job.

Time: The date and time stamp of the job.

Account: Name and address of the site where the job took place.

Info Button: Use this button to drill down into the job and make any changes. Clicking this button opens a new window in the left sidebar.

Price Tier: This column contains the name and other specifics of the price tier. A red ‘NOT SET’ message will appear if no price tier is set.

1. To add or update a price tier, click the "Info" button.
2. Click the dollar sign button.
3. Select a price tier from the drop-down menu.

Assignee: The guard to whom the job was assigned.

Region: The region where the job was handled.

Status: The latest status of the job.

Min: If an SLA is set, this column will display the number of minutes over or under the SLA.

Price: The amount you are charging your customer for the job.

Approval Drop-down: Select from Approve or Cancel. If canceled, the job will not be billed. If approved, the job will appear on an invoice.

Edit Time Logs Button: This button will allow you to edit the time logs for the job.

Patrol and Dispatch Billing - Site-Level

Follow the steps below to access the Billing Verification screen at the site.

1. Click the "Sites (Client)" tile.
2. Select the site for which you would like to verify billing. You can either click on the site or click the "View" button.

3. Click the "Mobile Dispatch" tab.

4. Select Billing Verification under Patrol or Dispatch.

Note: When you select a multi-site, you will verify billing for its associated sub-sites.

When you remove the relation between a multi-site and its sub-sites, the billing information of the sub-sites will no longer be available under the multi-site.