Service Billing

Kaseya Service Billing 1.0 (KSB) is a new module that provides a small-business billing solution for users and enables other Kaseya modules to monetize their transactions.

User Interface

Add Record Icon

Introduces a new VSA user interface convention. An add record icon displays next to many fields throughout the Service Billing module. You can click it to create the child record you need immediately, without having to exit from the parent window.

Operations

Home

Provides a dashboard view of key Service Billing information.

• Monthly Unbilled Revenue
• Sales Year-to-Date
• Alerts
• Adhoc Reports

Customers

• Creates and maintains a 360-degree view of customer details including invoices, sales orders and quotes, work orders, recurring services, procurements, documents, tickets and service requests.
• Integrates customer records with standard Kaseya organizations, departments, staff, machine groups, and machines.

Vendors

Creates and maintains vendor information related to the procurement of part quantities.

Sales Orders and Quotes

• Creates customer quotes for recurring services and non-recurring services (work orders).
• Converts sales quotes into sales orders. Conversion activates recurring services and creates a work order for non-recurring services.
• Prints and emails quotes for customer review.

Work Orders

• Defines and estimates billable items for non-recurring services.
• Creates billing entries for billable items by reporting actual hours, quantities and amounts, as appropriate, for labor, parts, and expenses.
• Prints and emails work orders for customer review.
• Integrates with Service Desk tickets and service requests.

Recurring Services

• Creates billable recurring services associated with customers.
• Provides calculation of recurring service fees by specifying:
  • A "billing set" of managed machines, or
  • A fixed quantity.

Procurement

Tracks the procurement of part quantities sold to customers.

Parts

Serves as a centralized parts catalog for all parts procured from vendors for resale to customers. Includes general information about the part, vendor, list price, cost, and manufacturing specifications.

Documents

Stores customer and vendor related documents.

Reports

Includes a new set of reports.

• Sales Order or Sales Quote Summary Report
• Work Order Summary Report
• Work Order Detailed Report
• Unbilled Revenue by Customer
• Past Billed Invoice Report

Billing and Invoicing

Pending Items

• Generates invoices by billing cycle for approved billing entries.
• Previews and adjusts invoices prior to sending invoices to customers.
• Optionally emails invoices automatically to customers, as soon as they are generated.
• Posts invoices to QuickBooks through accounting system integration.

Past Invoices and Past Periods

Displays and resends generated invoices, by invoice and billing cycle.

General Entries

Creates general entries for labor, parts and expenses, with or without reference to work orders.

Administration

Recurring Services Catalog

Defines a catalog of "standard" recurring services that can be associated with multiple customers.

Resource Types and Rates

Defines resource types and rates for billing labor. Resource types can be classified by skill, material, or cost.

Bulk Email Management

• Specifies bulk email message templates.
• Sends bulk email messages to selected customers and vendors.

Application Logging

Logs all VSA user activity related to Service Billing.

Configuration and Integration

Application Settings

Sets default settings for:

• The service provider's "My Organization".
• General settings such as date format, amount format, default rate, default due date and default report.
• Document and record prefixes, suffixes and number length.
• Payment options.
• Harvest schedule for recurring services and Quickbook integration.

Lists

• Maintains billing related lists used to classify billing activities.

Accounting Mapping and Configuration

Integrates Service Billing with QuickBooks (QB). Integration enables, scheduled and on demand:

• Export of invoices to QB.
• Export of customers addresses to QB.
• Import of balances to Service Billing.

Time Tracking

Accepts the application of billable time entries to customer work orders, by timer, timesheet, or by Service Desk 1.3 ticket or task.