Billing Concepts

TrackTik will automatically create invoices. Settings elsewhere in the system feed the billing module with information about what is included in invoices and when they should be created. Since invoice creation is automated, the primary duty of billing becomes validating and distributing the invoices.

Invoice Generation Concept

Invoice Generation Concept

Invoices are automatically created within in the sytem. Settings in positions, job types and the contract set the rules for generating invoices automatically. Once these rules have been established the system will generate invoices.

Invoice Lifecycle

Invoice Lifecycle

Each invoices follow path through different statuses. At each point in the invoice lifecycle certain actions are required for the invoice to pass to the next status. Once an invoice reaches the final status, "Approved," it is available to be distributed to clients.

Not Processed: Based on the billing cycle an invoice should be created for the client. At this point no work has been done on the invoice and the next step requires the items on the invoice to be validated. If the system sense conflicts or finds information missing from the invoice, it will be assigned to the "Validation Errors" status. If no errors are found the invoice will go to the "Ready to Process" status.

Validation Errors: There is information missing or potential conflicts with the items included. These errors must be resolved before an invoice can be created.

Ready to Process: The invoice has passed validation, but a draft has not yet been created. Once a draft is created the invoice will move to the "Draft" status.

Draft: The draft has passed validation and requires approval before it can be distributed to clients.

Approved: At this point the invoice is complete and ready to distribute to the client.

Note that at certain points it is possible to perform multiple actions such as approving and distributing an invoice.

Dedicated Guarding Billing Concept

Dedicated Guarding Billing Concept

For dedicated guarding billing is generated based on the employees’ approved shifts for the billing period. These are the shifts scheduled against an account/site’s positions (posts) and then approved under "Schedules & Attendance" tab, on the Time Approval page.

Prerequisite for dedicated guarding is that all appropriate billing items are set for each position that will be invoiced for.

Position settings can be reviewed from the "Settings Overview" tab. From the menu provided click on the button labelled "Positions". Overall details are provided, confirm that a Contract has been assigned to each position, as well as a Bill Rate and if appropriate the Holiday Rate. If any of the billing items are to be changed, select the "Edit" button next to the Account's Position to be modified.

How Dedicated Guarding is Billed

How Dedicated Guarding is Billed

Dedicated guarding is automatically billed based on the approved hours for officers working at the site. The system will use the bill rate of the position and multiply that by the number of hours worked in each position, providing the client an invoice based on the hours worked at their site.

Dedicated Guarding Billing Formula: [Sum of Approved Hours] X [Position Bill Rate] = Line Item total

Mobile Patrols Billing Concept

Mobile Patrols Billing Concept

The Mobile Patrols are invoiced based on number of site/account patrols that are scheduled or completed for the billing period. For the Mobile Patrols, prerequisites are that the Patrols Groups billing items are configured.

Patrol Group settings can also be reviewed from the "Settings Overview" tab. From the menu provided click on the button labelled "Patrols Group". Overall details are provided, confirm that the details provided are accurate; particularly the Rate, Holiday Rate and the Weekly visits. Select the "Edit" button next to the Account and Patrol Group to be modified, if any of the billing items are to be changed.

Mobile Patrols Billing Formula: [Sum of Site Visits] X [Position Bill Rate] = Line Item total

How Mobile Patrols Are Billed

How Mobile Patrols Are Billed

Patrols and mobile services are billed by jobs completed rather than hours worked by the officer. In most cases mobile services do not require the officer to be on-site for extended periods of time. For this reason the system bills mobile services based on the job bill rate and the number of jobs completed.

Mobile Patrols Billing Formula: [Sum of Site Visits] X [Position Bill Rate] = Line Item total

Alternatively, TrackTik does support fixed rate for billing period for mobile patrols as well.