How to Manage/Bill Pre-Paid Client Contracts

We will start by adding a new product.. This product is the actual no of hours which are pre-paid by 'Acme' to 'CheckMate'

1) We added a new product with a relevant name for easy choosing while adding a job.
2) This is the price per hour for the job as per the contract
3) Enable 'Set Inventory' to be able to add stock
4) Set as Active
5) Set Low Stock to '5' means, whenever the pending hours are 5, it will give a low stock alert on the inventory main page..
6) Applied a Tag, Pre-Paid hours, for easy searching under Inventory

Finally Save the record..

Above we added the basic information for the hours.. Let us now add the actual no of hours as are pre-paid..

Under the Inventory main page (Options->Inventory Management), we have:

1) Filtered by Tag 'Pre-Paid Hours'
2) Hit Add Stock

In the Add Stock Screen, we will add the actual no of hours which has been pre-paid by the client.. We enter 50 for our example..

As is clear from above steps, we are adding the pre-paid hours as a stock item.. As you will see in the following steps, these get billed to the client when an associated job is created and also the stock gets reduced accordingly..

Let us now create a new job for the client and add the product to it..

We have put in the details on the job sheet as above..

1) Job Details (Client Info)
2) Service Details
3) Appointment Details
4) Finally, click 'Save & Add Job Details' (This saves the job and re-opens it to allow for adding products/services)
See below:

1) We modified the time for the job and set it to a '2' hour job
2) Click 'Add' to choose a product
3) Select the product and enter a quantity
- Here we select the product we created in the above steps 'Acme-Prepaid A/c' and set the quantity to 2, to match the hours for the job.

4) Finally, click 'Update' & Save the Job.

The job has been dispatched to the field technician who will update the status on his mobile devices..
Taking this example further, suppose, the jobs has been finished by the field technician, and it is now time to invoice your client..

Let us jump further and see how the invoice would look for this job:

Above is the invoice in preview mode.. Notice how the hours are booked as product and invoiced accordingly..

Let us now see how this affected the Inventory for this product/service..

As you can see, the stock level has reduced by '2'.. Click 'Edit Inventory' to check details..

As you can see for the product 'Acme Pre-Paid A/c':
1) Stock of '50' was added to inventory
2) '2' units were removed from stock.. The description field shows who put the product in the job ('Sean Parker' the admin, in this case) and to which job code it was removed to (10070, in this example)

Connect2Field is an out-of-box product which has evolved out of our passion to help services businesses with their field scheduling and dispatch and valuable feedback from our clients.. We continually evolve the system so it is very easy for different businesses, across different industry types, to adapt and use Connect2Field for their specific scheduling needs..

Have any suggestions or questions? Do write to us: support@connect2field.com