Billing Contracts & Bill Items

Billing Contracts define the terms of service with your clients. Bill Items configure what you charge for. Together they drive invoice generation.

Billing Contracts

Navigate to Operations → Payroll → Billing Contracts in the sidebar.

Creating a Contract

1. Click Create Contract.
2. Fill in:
   • Client — select the client company.
   • Contract Name (e.g., "Office Park Security Agreement 2026").
   • Start Date and End Date.
   • Terms — free-text description of service terms.
   • Billing Frequency: Weekly, Bi-Weekly, Monthly.
   • Payment Terms: Net 15, Net 30, Net 60, Due on Receipt.
3. Add Bill Items to the contract (see below).
4. Save.

Contract Statuses

Managing Contracts

• Activate a draft contract when both parties agree.
• Renew an expiring contract by creating a new one with updated dates.
• Cancel if the relationship ends early.
• Export contract details for record-keeping.

Bill Items

Navigate to Operations → Payroll → Bill Items.

Bill items define what services you charge for.

Creating a Bill Item

1. Click Create Bill Item.
2. Fill in:
   • Service Name (e.g., "Hourly Guard Service").
   • Service Model: Hourly Guard, Scheduled Patrol, Dispatch, Recurrent Fixed.
   • Unit Type: Hourly, Per Item, Flat Rate.
   • Price — the rate.
3. Save.

Bill Item Types

Activating/Deactivating

Toggle items on or off. Inactive items won't appear on new invoices but existing invoice records are preserved.

How Contracts and Bill Items Connect

1. You create Bill Items as your service catalog.
2. You create a Billing Contract with a client.
3. You attach relevant Bill Items to the contract.
4. When generating invoices, the system uses the contract's bill items and the actual hours/events to calculate totals.

Tips

• Create a standard set of Bill Items that covers your most common services.
• Set clear payment terms — Net 30 is standard, but shorter terms improve cash flow.
• Review expiring contracts at the start of each month to avoid service gaps.
• Keep contracts updated when service scope changes.

Related Articles

• Payroll Management
• Managing Clients
• Invoices & Billing
• Reports & Analytics