TrackTik UniversityHelp & DocumentationBack Office Management Suite BillingHow to Access Contracts / View Contract Invoice History

How to Access Contracts / View Contract Invoice History

The billing in back office is driven by the contracts created for clients. The details in the contract tell the system what services will be provide, how the client will be billed and how frequently the client will be billed. All of this information in available in the billing module and can be edited as needed. Each contract also keeps a history of the invoices that have been created for it.

Access the List of Active Contracts and Contract Details

Access the List of Active Contracts and Contract Details

Contracts can be quickly accessed through the billing module. This allows admins to confirm the details of contracts when invoices are created. To view the details of a contract:

  1. Click on the "Billing" tab from the Live Dashboard.
  2. Select the "All Contracts" option in the billing menu.
  3. Locate the desired contract and click on the [Quick View] button to view the details of the contract in the side panel.

Access the History of Invoices for a Contract

Access the History of Invoices for a Contract

Contracts keep a history of the invoices that have been linked to the contract. These invoices can be viewed and resent in the invoices section of the contract. To access this section:

  1. Select the "All Contracts" option in the billing menu.
  2. Locate the desired contract and click on the [Invoices] button to view the history of invoices that have been generated for this contract. Past invoices can be resent by clicking on the [Send] button and the [View] button can provide a PDF of the invoice.

Duplicate an Invoice

Duplicate an Invoice

In some cases it may be quicker to duplicate a previous invoice rather than generating a new one. Access the list of previous invoices for a contract and follow the instructions below to duplicate a contract.

  1. Click on the [Duplicate] button for the invoice.
  2. Modify the date information as needed. The invoice number will automatically be created.
  3. Adjust the line items on the invoice as needed.
  4. Click on the [Save] button to create the duplicate invoice.

Edit the Details of a Contract

Edit the Details of a Contract

Contracts can be edited right from the billing module. This allows admins to adjust the billing settings for the contract as well as the details of the services provided in the contract. To edit a contract:

  1. Click on the [Details View] button for the desired contract.
  2. To change the billing rules for the contract (Frequency, Terms, ect.), click on the [Edit Contract] button. Make the required modifications in the pop-up window and click on the [Save] button.
  3. Use the buttons in the other boxes to adjust the billing services and items such as hourly guarding, mobile services and recurrent invoice items.

Access the List of Billable Positions (Post)

Access the List of Billable Positions (Post)

Positions (Posts) also have billing rules. This includes a standard bill rate for hours worked at the post as weil as rules for holiday billing. Access the list of positions to view the details of a position.

  1. From the billing menu, select the "All Positions" menu option.
  2. Here individual positions can be view, edited, duplicated and deleted. Use the [Duplicate] button to duplicate a position or click on the [X] button to delete a position. Edit the details of the position by clicking on the [Edit] button.

Link a Position to a Contract

Link a Position to a Contract

Some of the positions listed may not be linked to an active contract. This can mean that billing information stored in the position is not found when invoices are created for the contract. Follow the steps below to link a position to a contract.

  1. Click on the [Edit] button for the position.
  2. Use the drop-down to select which contract should be linked to the position. Note that a contract must exist for the site in order to link the position.
  3. Click on the [Save] button to save the link.

View / Edit Details of Mobile Patrols

View / Edit Details of Mobile Patrols

Like positions, patrol groups have rules about how mobile jobs will be billed. The billing details of a patrol group can be edited by completing the steps below.

  1. Select the "All Patrols Group" menu option from the billing menu.
  2. Click on the [Edit] button for the patrol group.
  3. Make the necessary modifications and click on the [Save] button.