Contracts & billing

Bring service records and billing together.

From the quote to the paid invoice: price lists, contracts, click billing from meter readings, invoices, credit notes and payments, with Xero kept in step.

Discuss your billing workflow See how it works

An issued invoice built from the job: call-out, labour 1h 10m, travel 30 min and the fitted part — An invoice built from the recorded job, ready to send as a PDF.

Quote first, when the work needs it.

Send a quote with its validity; the customer approves it by link. Quotes keep their versions, open quotes get automatic reminders, and an accepted quote can be the approval a job above the client’s cost limit needs.

Maintain parts and fixed-price services.

Keep your catalogue of parts, consumables and services with their costs. Link a fixed-price service to a job type, so a delivery or an installation brings its charge onto the job automatically.

For client companies you work for, set the call-out, what it includes, the hourly rate and how travel is charged. Each job keeps the rates from when it was logged.

Review the charges behind a job.

Check recorded labour, parts and service charges before preparing an invoice. A job above the client’s cost limit needs their approval first, for example an accepted quote.

A completed job with the recorded travel and labour times and the fitted part with its price — Time, travel and parts recorded on the job, ready for the invoice.

Copier contracts and click billing.

Configure contract rates, included copies and what a contract covers: call-out, labour, travel or parts. The billing run uses the machine’s meter readings, including those sent every day by the SubClik Agent. Readings that look wrong are held for checking first, and you review the calculations and any warnings before finalising the run.

Invoices, credit notes and payments.

Issue invoices from jobs and billing runs, with a PDF to send. Issued invoices are corrected with a credit note, never edited. Record payments, see what is paid, due and overdue, and let automatic reminders chase unpaid invoices.

Customers can see their own invoices and what is still due in the customer portal.

Sent to Xero by themselves.

Connect Xero in a few clicks. Each invoice and credit note goes to Xero when it is issued, with the customer matched or added and VAT on each line. A payment recorded in Xero marks the invoice paid in SubClik, so your overdue list stays right. See integrations.

Discuss your currency and billing requirements with us during the demo.

Questions

Can we use fixed-price services?

You can maintain services in the parts and services catalogue and link a service charge to supported job types. We’ll show you how this works with your billing workflow.

Does it integrate with our accounting software?

Yes, with Xero and QuickBooks Online: invoices and credit notes go across when issued, and payments recorded there come back. Customers can also pay by GoCardless Direct Debit or a Stripe card link. Sage is planned. For other software, invoices can be exported as a CSV file. See integrations.

Can click billing use automatic meter readings?

Yes. Daily readings from monitored printers are saved against the machine and used by the contract billing run. Readings that look wrong wait for the office to check before they can reach an invoice.

See it with your own jobs and machines.

We’ll walk you through the office portal and engineer workspace and discuss how your team works today.

Discuss your billing workflow