Defining your default billing settings

This section describes how to setup your billing and define default settings, including time registration roundup times, and the default tax to use in invoices. These settings are used as the defaults in sales items, invoices, and contracts.

Note that you cannot deactivate a product that is set as the default product in billing settings. When set as the default product, the Active checkbox is disabled in the product's settings. For more information, see Adding a product.

To configure your billing settings

  1. In the management portal, go to Settings > Billing and quoting. The Billing settings tab is displayed by default.
  2. Click the pencil icon, and modify any of the following default settings:
    • Time registration roundup time: Set the time (in minutes) of your ticket roundup time. When ticket work is approved for billing, the total billable hours will be rounded up according to this value. For example, if you set the roundup time value to 15 minutes, 7 minutes of ticket work will be rounded up to 15 before invoicing. Likewise, 21 minutes will be rounded up to 30, and 36 minutes will be rounded to 45, and so on. The default value is 10.
    • Roundup time for outside business hours. Set the roundup time of tickets outside, for example, 08:00 to 17:00, which are common business hours. The default value is 20.

    • Discard tickets for approval that have equal or less time recorded than the threshold below: Enable the toggle switch if you want to discard tickets that do meet your minimum threshold. Define the relevant threshold value in the Threshold value, minutes field.

    • Number of days to wait until automatically closed: Set how many days the system waits before it closes a completed ticket. By default, this is set to 1.

      Engineers can only set completed tickets to a status of Completed. After the set number of days have elapsed, the tickets close automatically. This ensures that when you complete a ticket and an email is sent to the customer, you often get a 'thank you' reply from them. However, this reply would reopen the ticket and impact your 'reopened tickets' statistics, forcing you to re-close the ticket. This auto-close functionality helps manage this issue. To disable this function, set the value to 0.

    • Default bookkeeping software: Select the relevant software from the list of available integrated accounting platforms (see Integrating with accounting platforms).

    • Default product ledger for export invoice: Select the default product ledger number to be used for export invoices (the default is 400). The product ledgers displayed in the list are the current ledger numbers available (see Managing ledgers).

      When invoices are exported to your accounting software, they are typically exported as a piece of general information (company, customer, totals) with information about invoice lines (product, description, ledger, quantity, price, total, tax, and so on). This field defines what ledger number will be used by default for a product if it does not have a ledger assigned in its product settings.
    • Default product for ticket time billing: Select the default product to be used for ticket time billing. By default, this is set to Support per hour.
    • Default product for outside business hours: Select the default product to be used for all billings set for outside business hours. By default, this is set to Support outside of business hours.
    • Default billing product for block hours: If you offer block hours to customers, select the default product to be used for block hours. By default, this is set to Block hours.
    • Default sales tax: Select the default sales tax you want to use from the list of available taxes (see Tax settings). By default, this is set to Default tax.
    • Send invoices by: Select the default method for sending invoices. By default, this is set to Mail. This field is automatically applied:
      • When creating a customer.
      • In the Billing information tab, when defining billing information for customers with no billing information defined (for example, if the customer already existed before Advanced Automation (PSA) was activated).
      • In the Billing information tab, when creating a quote, contract, sales item or project for customers with no billing information defined (for example, if the customer already existed before Advanced Automation (PSA) was activated).

      • When manually creating a new contract or sales item (the Send invoices by field's selected value is taken from the customer's defined billing information - if no billing information is defined, the default Mail value is applied).

      The Send invoices by field is also set in your default quote settings, and is applied when creating a contract or sales item by accepting a quote. This is the only time the Send invoices by field is applied other than from the default billing settings, or from the customer's billing settings. For more information, see Defining default quote settings.

  3. Click to apply your changes.