Recurring invoices

There are several ways in Vertec to bill recurring amounts. The effective solution depends on how the amount to be invoiced is displayed in Vertec. Is a phase, service, expense or outlay invoiced at a time? Or should an amount in Vertec be invoiced on a pro rata basis until the amount is used up?

Different concepts for different cases of recurring invoices

The idea is always that in a phase (or a project) you have all the data you need for the recurring charging. The easiest way is to charge e.g. maintenance fees for software, where you can simply create an outlay and place it on an invoice. It becomes more difficult with fees, where the amount is to be understood as an downpayment and you have to make a final invoice at the end.

The fundamental question is what kind of recurring invoices are asked. Be these

• Own services such as hotline (service revenue)?
• Non-own services such as fees, rent, licenses, etc. (trading income)?

Below are a couple examples of different cases and applications. However, this list is not exhaustive. There are almost no limits to the possibilities. The important thing is to find out which system is right for you. Contact your Vertec advisor.

Invoicing own services (service revenue)

Here there are different variants:

Service contracts

For the charging of service contracts such as maintenance or hotline, there is the additional feature of Licence sales and service agreements, which perfectly reflects these requirements.

Regular partial invoices up to fixed amount reached

As a manual variant, fixed-price invoices are issued here. Any evaluation of the services rendered is made at the time of invoice.

Here it is possible to proceed according to the application case: Regular Partial invoices until a fixed amount is reached.

Charging by fixed-price phase

In this case, a fixed-price phase is invoiced. Services are assessed only at the end of the entire period. In this case, there are the following variants:

• The customer pays in advance: In this case, an downpayment is charged at the beginning of the period and a fixed-price phase is opened, in which the services are entered services. At the end of the period, the phase is completed and charged, minus the downpayment, resulting in a zero invoice.
• The customer pays afterwards: In this case, a fixed-price phase is opened at the beginning of the period, during which the services are entered services. This fixed-price phase is normally completed at the end of the period and invoiced to the customer.
• The customer pays in installments, e.g. 12 monthly invoices. Here the additional feature Payment Plans can be used.

Invoicing non-own services (trading income)

For the charging of non-own services such as licenses, our additional feature Licence sales and service agreements is suitable, which reflects this requirement.