Home Billing

Billing

By Richie
• 10 articles

Contracts Management

Overview Contracts represent the agreed-upon set of prices and allowances used while billing a Client. A single Contract can be used for multiple clients, or you can create individual Contracts for each client. A default Contract can be assigned at the Center level, and specific Contracts can be assigned at the Client level to override the Center default. Contracts can also inherit from other contracts to simplify configuration. For example, if standard service rates rarely change, you can create a standard Contract with those rates and assign it as the default for your center. Then create a specialized Contract that inherits from the standard one and override only the specific rates that differ for select clients. Creating a Contract To create a new Contract: 1. Navigate to Billing > Contracts > New Contract 2. Fill in the required fields described below. Contract Details Fields | Field | Description | | --- | --- | | Center | Select the applicable center. Leave blank to make the contract global (usable across all centers). | | Name | The name of the Contract (e.g., "Center Rates" or "Members Contract"). | | Master | If applicable, select the contract this one will inherit from. | Fixed Charges & Pricing Contracts allow you to define specific prices for services and set up tiered pricing structures. Pricing Fields | Field | Description | | --- | --- | | Service | The service this rate applies to. | | Setup Fee | Fixed cost associated with the service (e.g., $25 for setup). | | Unit Cost | Charge per unit (e.g., $15 per hour). | | Level 1 / 2 / 3 | Optional tiered pricing for quantity/size breakdowns. | Tiered Pricing Example: If meeting rooms cost $15/hr up to 4 hours, $10/hr for 4-8 hours, and $8/hr after that: - Unit Cost: $15 - Level 1: 4 / $10.00 - Level 2: 8 / $8.00 Pricing Examples Example 1: Meeting Room – $25/hr (rounded to the next hour) - Service: Meeting Room - Setup Fee: (default) - Unit Cost: 25.00 Example 2: Coffee – $2.00 per cup - Service: Coffee - Setup Fee: (default) - Unit Cost: 2.00 Example 3: Projector – $15/hr with $25 setup fee - Service: Projector - Setup Fee: 25.00 - Unit Cost: 15.00 Example 4: Large Conf Room – tiered hourly pricing with setup fee - Service: Large Conf Room - Setup Fee: 25.00 - Unit Cost: 50.00 - Level 1: 4 / $40.00 - Level 2: 8 / $30.00 Allowances Allowances are unit grants for specific services and can be used to offer clients free or discounted services. Allowance Fields | Field | Description | | --- | --- | | Service | The service the allowance applies to. | | Amount | Quantity granted (e.g., 4 hours). | | Description | Optional note, e.g., "Monthly Reservation Allowance". | Additional Notes - Contracts can be applied globally or per center. - Contract inheritance simplifies management for clients with custom rates. - You can refer to this GUIDE for more detailed rate setup examples.

Last updated on May 09, 2025

Taxes Management

🧾 Evo Billing – Taxes Management The Taxes section in Evo's Billing module allows administrators to define tax entries that can be applied to services and charges. Taxes are essential for automating accurate billing and reporting across various clients and services. 📌 Where to Find It Navigate to: Billing > Taxes 📷 Interface Overview The Taxes screen displays a table listing all existing tax records in the system. Each row shows essential information about a specific tax entry. | Column | Description | | --- | --- | | Name | The label of the tax (e.g., "Service tax", "VAT"). | | Type | Type of tax. Currently supports Percentage (e.g., 10% of total amount). | | Rate | The tax rate applied. For example, a value of 10 means 10%. | | Last Modified | Shows when and by whom the tax record was last updated. | ➕ How to Add a New Tax To create a new tax: 1. Click New Tax on the top left. 2. Fill in the required fields: - Name: A clear label (e.g., "Local Tax", "Service Tax"). - Type: Select the tax calculation type (currently supports Percentage and Flat rate). - Rate: Enter the tax rate as a number (e.g., 15 for 15%). 3. Click Save to finalize and add the tax to the list. 🔄 Actions Available - Search: Filter by Name or Type to find specific tax entries. - Show Archived: View any previously archived taxes. - Sort Columns: Click on column headers to sort data. 🛠 Tips - Keep tax names standardized across locations to maintain billing consistency. - Edit tax records carefully, as they affect invoices and charge calculations. - Archived tax entries are hidden by default but can be reviewed when needed.

Last updated on May 19, 2025

Creating a Contract

Overview Contracts in Evo define a structured set of pricing and allowances to be used when billing clients. A single Contract can be reused across multiple clients, or unique Contracts can be set per client. You can assign default Contracts at the Center level, and override them by assigning client-specific Contracts. To streamline setup, Contracts can also inherit from a master Contract, allowing you to reuse pricing logic across your organization. This page will guide you through creating a new Contract and configuring general settings, fixed charges, tiered pricing, and allowances. Creating a New Contract To create a new Contract: 1. Go to Billing > Contracts 2. Click New Contract 3. Complete the required fields under the General tab. 4. Configure pricing in the Fixed Charges, Pricing, and Allowances tabs as needed. 5. Click Save Example of the “New Contract” form in the Evo admin panel Contract Details Fields Field Description Center Select the applicable Center. Leave blank to make the contract global (accessible to all centers). Name Enter a name for the Contract (e.g., "Default Client Rates", "Premium Plan"). Master Optionally select a master Contract this one will inherit from. Only override fields that differ. Tabs Overview 1. General This tab includes base information about the contract: Center, Name, and Master Contract. 2. Fixed Charges Define recurring fees or one-time setup fees associated with services. Ideal for consistent monthly or onboarding charges. 3. Pricing Set unit pricing and optional tiered pricing. For example, define hourly room rates, per-item charges, or time-based cost brackets. 4. Allowances Add monthly service allocations (e.g., 5 hours of conference room usage per month) to be automatically applied to client billing. Example Use Case You may have a standard Contract that applies to most clients. If one client has unique meeting room rates, create a new Contract that inherits the standard one and override only the Meeting Room pricing section. Additional Notes - You can create multiple Contracts and assign them to specific clients. - Use Contract inheritance to reduce duplication when rates only vary slightly. - Contracts apply automatically when linked to clients or centers. SEO Metadata Title: Creating a Contract in Evo Meta Description: Learn how to create and configure billing contracts in Evo, including pricing tiers, fixed charges, and service allowances.

Last updated on May 19, 2025

Fixed Charges

The Fixed Charges tab allows you to define flat fees associated with specific services. These charges can be recurring (e.g., monthly service fees) or one-time (e.g., setup fees). This is useful when you want to apply consistent, fixed billing outside of variable usage-based pricing. To add a fixed charge: 1. Go to the Fixed Charges tab of the contract. 2. Click Add New. 3. Search and select the Service the fixed charge will apply to. 4. Enter the Cost (e.g., 50.00). 5. Optionally, provide a Description (e.g., "Monthly Mailbox Fee" or "Onboarding Setup"). 6. Click the Save button. Example of the “Fixed Charges” tab while creating a contract in Evo ### Fixed Charges Fields | Field | Description | | --------------- | ------------------------------------------------------------------------- | | Service | Select the service to which this fixed charge applies. | | Cost | Enter the fixed amount to be billed. | | Description | Optional text to clarify the purpose of the charge. Visible in reports and internal views. | Fixed Charge Examples | Service | Cost | Description | | ------------- | ----- | ------------------------------- | | Mail Handling | $20 | Monthly mailbox maintenance fee | | Setup Fee | $75 | One-time account activation | | Admin Access | $100 | Flat monthly admin support | You can add multiple fixed charges to a single contract as needed. Notes - Fixed Charges are not dependent on client usage—they are billed regardless of usage volume. - They can be useful for retaining base revenue or applying standard fees across all clients. - You can update or remove charges at any time using the trash bin icon next to each row.

Last updated on May 19, 2025

Contracts - Pricing

Pricing The Pricing tab allows you to configure service-based billing that adjusts dynamically based on usage volume or tiers. You can define base setup fees, per-unit rates, and create up to three pricing levels for flexible, scalable billing models. To configure usage-based pricing: 1. Go to the Pricing tab in the contract setup. 2. Click Add New. 3. Choose the Service that the pricing applies to. 4. Enter an optional Setup Fee (e.g., $25 one-time fee). 5. Enter the Unit Cost – the base cost per item or usage unit. 6. Define additional tiered pricing by setting values under Level 1, Level 2, and Level 3, if applicable. Each level allows configuration of: - Quantity range (e.g., 0–100 units) - Unit cost - Fixed total amount (optional alternative to per-unit pricing) When done, click Save. Example view of the Pricing tab in contract creation Pricing Fields | Field | Description | | ------------- | ------------------------------------------------------------------------------------------------------------------- | | Service | Select the specific service this pricing applies to. | | Setup Fee | A one-time fee charged when the service is first activated for the client. | | Unit Cost | The standard per-unit charge for this service. | | Level 1–3 | Optional tiered pricing levels. Each level allows you to define quantity-based pricing for bulk or usage discounts. | Pricing Level Example | Service | Setup Fee | Unit Cost | Level 1 | Level 2 | Level 3 | | ------------- | --------- | --------- | ---------------------- | ---------------------- | ------------------- | | Voicemail Box | $10 | $2.00 | 1–100 Units @ $2/unit | 101–250 Units @ $1.75 | 251+ Units @ $1.50 | This setup allows you to reward higher-volume clients with discounted pricing. Notes - Tiered levels are optional; you may define just a flat unit cost. - Setup fees are charged once per service instance on the contract. - Unit costs and tiers allow per-client customization for usage-based services. - Leaving levels blank applies only the flat unit cost.

Last updated on May 19, 2025

Allowances

The Allowances tab allows you to define service limits or quotas that are included in the contract at no additional cost or as part of a package. These can be used to grant a set amount of usage before additional charges apply. To configure allowances: 1. Navigate to the Allowances tab within the contract. 2. Click Add New to create a new allowance entry. 3. In the Service field, select the service to which the allowance applies. 4. Enter the Amount (the quantity included in the contract). 5. Select where the allowance will Apply To – this could be to a user, group, account, etc., depending on your system's configuration. 6. Optionally, enter a Description to clarify the purpose or details of the allowance. 7. Click Save to store your changes. Allowances Fields | Field | Description | | --------- | ---------------------------------- | | Service | Choose the specific service for which an allowance is being granted (e.g., Call Minutes, SMS, Voicemail Boxes). | | Amount | Specify the quantity of the service included in the contract (e.g., 500 minutes). | | Apply To | Define the scope of the allowance (e.g., per user, per account, or a custom segment). | | Description | Optional field to note additional details, such as purpose or expiration terms. | Allowance Example | Service | Amount | Apply To | Description | | ----------- | ------ | -------- | ----------------------------- | | Voice Calls | 1000 | Account | Monthly included call minutes | | SMS | 500 | User | SMS limit per user per month | Notes - Allowances are typically used to bundle services and avoid overage charges for predictable usage. - You can configure multiple allowances per contract to cover different services. - When actual usage exceeds the allowance, the system will revert to pricing configurations (see Pricing tab). - Descriptions are helpful for customer-facing contract clarity. Let me know if you'd like a combined reference page or proceed to another module like General, Charges, or Taxes

Last updated on May 19, 2025

Managing Services

📄 Managing Services in the Billing Section The Services section under the Billing module in Evo is where you manage all the billable services offered across centers. These services can then be attached to contracts, charged to clients, or configured with specific rates and taxes. 🔎 Overview of the Services Page The Services table lists all existing services configured in your system. You can create new services, edit existing ones, archive unused ones, and configure tax settings as needed. 📊 Table Columns Explained | Column | Description | | --- | --- | | Name | The service name (e.g., Call answering, Meeting Rooms, etc.). | | Center | The location or business center the service belongs to (e.g., Main, NYC Center). | | Code | A unique identifier or shorthand for internal reference (if configured). | | Parent Service | The main service category under which the current service is grouped. | | Meta Service | A higher-level classification for reporting or contract grouping. | | Tax | The tax rule applied to this service (e.g., Service tax 10%). | | Last Modified | Displays the last user who updated the service and the time it was changed. | ➕ How to Add a New Service To create a new service: 1. Go to Billing > Services. 2. Click the New Service button at the top left. 3. Fill in the following fields: - Name: Enter the service name. - Center: Choose which center this service is available in. - Code (optional): Add an internal code or reference. - Parent Service (optional): Select a parent if this is a sub-service. - Meta Service (optional): Choose a category that groups related services. - Tax (optional): Assign a tax rule if applicable. 4. Click Save to finalize and make the service available in the system. 🧠 Tips - Use Parent Services to group related services like “Meeting Rooms” and “Meeting Rooms Test”. - Use Meta Services for better reporting across similar services. - Apply tax rules if your region requires service tax computation during billing. 🔄 Managing Existing Services You can update or archive services from this list anytime. Just click on the service name to edit its details.

Last updated on May 19, 2025

Managing Charges

Managing Charges in the Billing Section Charges are used to manually apply costs for services rendered to clients that are not automatically billed through allowances or contracts. This is useful for ad-hoc or special service usage such as printing, catering, notary, and more. Accessing the Charges Page 1. From the left navigation menu, go to Billing. 2. Click on Charges. You will be presented with a list of charges that have been manually entered in the system. Table Columns Explained Below is a guide to understanding each column on the Charges list view: | Column | Description | | --- | --- | | Date | The date the charge was recorded. | | Client | The name of the client the charge applies to. | | Center | The associated location or business center where the charge was incurred. | | Service | The specific service being charged for (e.g., Notary, Color Copies, etc.). | | Description | Any additional notes or context provided about the charge. | Quantity | The amount or units of service rendered. | | Cost | The calculated cost of the service based on quantity and service pricing. | | Memorized | Indicates whether this charge is memorized (preset to repeat). | | Last Modified | Shows who last modified the entry and how long ago the change was made. | You can filter records using the search fields at the top (by date, client, service, etc.), or view archived records using the Show Archived toggle. Adding a New Charge To add a new charge: 1. Navigate to Billing > Charges. 2. Click the New Charge button in the upper-left corner. 3. Fill in the required details: - Date of the charge - Client to be billed - Center where the service was rendered - Service being charged - Description (optional) - Quantity of the service - (Cost will auto-calculate if pricing is pre-set) 4. If this is a repeating charge, enable Memorized. 5. Click Save to apply the charge to the client. Tips - Ensure service pricing is set up under Billing > Services for automatic cost calculation. - Use memorized charges for monthly recurring services. - Archive old charges instead of deleting them for future reporting or auditing purposes.

Last updated on May 19, 2025

How to Ensure Tax Handling Is Consistent in the Export Page for QuickBooks Sync

When exporting invoices or items to QuickBooks, it’s important to control whether prices include tax or are tax-exclusive — especially to avoid duplication or calculation errors when QuickBooks applies tax automatically. Scenario: Ensuring All Items Either Include Tax or Exclude Tax in Export You have two options when exporting to QuickBooks: ✅ Option 1: Include Tax in Exported Amounts - This means the price shown for each item already includes the tax. - Useful if your system calculates and applies tax before export, and you do not want QuickBooks to apply any additional tax. - What to Do: - On the Export page, ensure the setting or toggle for “Prices Include Tax” (or similar wording) is enabled. - In QuickBooks, configure the item or invoice template to not apply tax again, or set the tax code to non-taxable to avoid double-taxing. ✅ Option 2: Exclude Tax and Let QuickBooks Apply It - The export will contain net prices, and QuickBooks will apply the appropriate tax rates based on your settings. - Recommended if QuickBooks is your source of truth for tax rules. - What to Do: - On the Export page, disable any setting that includes tax in prices. - In QuickBooks, ensure the correct tax codes are applied so tax is calculated automatically upon import. ⚠️ Important Notes: - Mixing tax-included and tax-excluded items in a single export can cause incorrect totals or syncing errors in QuickBooks. - To avoid this, standardize your tax setting across all items before exporting: - Either make all items tax-inclusive, or all tax-exclusive — never both in the same export. - You may need to re-check or edit the tax settings in the invoice or item setup screen before finalizing the export. 🔧 Need Help Updating Export Settings? If you're unsure where the “Include Tax” setting is on the Export page, or how your QuickBooks instance is handling tax, please reach out to Support. An agent can: - Confirm which tax setting is currently applied in your system, - Help configure the correct export format for QuickBooks, - Provide guidance on syncing tax codes between platforms.

Last updated on Jul 29, 2025

Can You Confirm If HostedSuite Passes the GST Tax Code to QuickBooks Online During Export?

Overview This article addresses a common integration concern: whether the GST (Goods and Services Tax) tax code is correctly passed from HostedSuite to QuickBooks Online (QBO) during export. This issue may arise when invoices or service line items are exported from HostedSuite but the expected GST tax code doesn’t appear in QBO, resulting in tax miscalculations or compliance errors. How the Export Works During export to QBO: - HostedSuite tags each line item with a tax code if one has been assigned within the HostedSuite system. - These tax codes must match exactly with the tax codes configured in QBO. - If a tax code like GST does not exist or is not mapped properly in QBO, the export may either fail or pass without applying the tax code. What to Check 1. In HostedSuite: - Go to Billing > Export Settings. - Confirm that GST is selected or entered as the tax code on services/products being exported. - Make sure the correct QuickBooks Tax Mapping is applied. 2. In QuickBooks Online: - Navigate to Taxes > Sales Tax Settings. - Confirm that a tax code labeled GST exists and is active. - Ensure this code is set up to match the behavior expected from the export (e.g., 10% GST). 3. During Export: - Use the Preview or Log Details feature (if available) to verify if the tax code is being attached to the export data. - Download the exported file (if CSV/XML) and check the Tax Code column. If the GST Code Isn’t Showing in QBO - Ensure you’re not using a custom tax code in HostedSuite that doesn’t match any in QBO. - QBO may reject or ignore unknown or incorrectly mapped tax codes. - You may need to re-map the tax code in HostedSuite to align with the exact label in QBO. - HostedSuite support can assist with checking your export logs if needed. Next Steps If you've confirmed correct setup in both systems and the problem persists: - Reach out to HostedSuite support with the affected export date, invoice numbers, and screenshots of both HostedSuite and QBO tax settings. - Include any error messages or inconsistencies noted during export.

Last updated on Jul 31, 2025