Set up Billing

In order to enable your Team to make the most of Dispatch's Billing features, there are a few actions that you will want to complete in the web application. 

Edit your Settings: Payment Options

Your Billing Settings contain a few items that affect what options your users will have when using our Dispatch Field and Manager mobile apps, so you should first make any necessary adjustments.

If you haven't already, click on Billing in the main Work menu. Next click on the last sub-menu option, Settings.

The lefthand panel contains the Payment Options that your organization accepts.These choices will be reflected in the options that users of Field and Manager mobile apps will see when they take payments from customers on-site, so you should limit or expand these Payment Options as fits your business practices:

  • Check - Mobile users will be able to record the check number, check amount, and check date.
  • Cash - Mobile users will be able to record the cash amount and date of receipt.
  • Offline Card - If you use another app for credit card processing, the Offline Card option will allow mobile users will to record the credit card amount and transaction date for syncing all of your payments with your accounting software.
  • Credit Card Processing - Mobile users will be able to process credit and debit card payments immediately in the field, as well as utilize our new Card Number Capture feature to reduce typos and billing mistakes.
NOTE: In order to take advantage of Credit Card Processing, you will need to contact Support to enable a payment gateway configure your credit card processor of choice.

Edit your Settings: Document Options

Also in your Billing Settings, you'll find the Document Options panel, which helps you define the document numbers that will appear in newly created Invoices and Estimates.This ensures that the numbering continues an existing sequence in your accounting applications. 

Once in Billing > Settings, look for the Document Options.In order to prevent unintentional edits that could duplicate and overwrite existing documents, you will not be able to edit the Invoice # and Estimate # fields until you click on the Lock document numbering to enable editing.

After doing so, you should be able to change the starting point of Invoice and Estimate numbering to fit your needs. Don't forget to click on the Lock document numbering checkbox again to prevent unintentional editing!

Add standard Items

In order to simplify accounting and enable more exact reporting, many organizations choose to establish a list of standard billing line Items for their employees to use across Jobs and Appointments. 

To add Billing Items, click on Billing in the main menu if you are not already in this section of Work. Next, click on Items > Create Billing Item.

You will see the add Billing Items dialog, which you can fill out with all of the relevant information. Click on Taxable if the Item incurs a tax (e.g. state sales tax) and save your item! Afterwards, you will find this new Item in the alphabetized list view. Clicking on the Item in the List will open the Edit Billing Item dialog.

As your list of Items gets longer, you may find it easiest to use the Search function located in the top right of the Billing Items page. Field and Manager mobile app users can search this list in the field as well, and they can add new Items as they create Estimates and Invoices. Any new additions from mobile users will populate the larger organization's list of Items.

NOTE: If you have a large existing list of Items that you can export in a field-delimited file (e.g. CSV), you can contact  Support for assistance importing those Items and save yourself the manual entry. Secondly, if you do not want your technicians to be able to edit Billing Items, contact  Support.

Add standard Contracts

Many organizations have standard Contract language that they include on Invoices, and in some cases, multiple Contracts that vary across the type of work that they complete. The Contracts feature allows you to upload legal boilerplate of this nature and populate it out to field users of Field and Manager mobile apps. 

To add Contracts, click on Billing in the main menu if you are not already in this section of Work. Next, click on Contracts > Add a Contract

You will now see the Add Contract dialog on the right hand side, into which you can title and copy/paste your contract language. If you want this Contract to be the default for all Invoices, check off the Attach box. When done, hit  Save.And you will see your new Contract in the alphabetized List. Clicking on a Contract in the List will open the Edit Contract dialog.

Add standard Tax Rates

If you ever need to charge taxes on any portion of the work that you do for customers, you should ensure that you add all appropriate Tax Rates. (Otherwise, your field users will not be able to add taxes to Estimates and Invoices in Dispatch Field and Manager.) If you're not already there, go to Billing in the main menu.

Click on Tax Rates in the submenu. Next, click on Add a Tax Rate.After doing so, you will see the Add Tax Rate dialog, which you can fill out with the necessary information before hitting Save.This new Tax Rate will appear in the List. If you ever need to change it again, simply click on the Tax Rate to open the Edit Tax Rate dialog.

Sync with your accounting software

The last step to consider taking as you prepare to use Dispatch Billing is integrating with your current accounting/financial software package so that you will have end-to-end control of your customer-related billing, payments, and financing. As of now, we have a premium QuickBooks Online Sync and the ability to integrate with many web-based financial software like Xero through our premium Zapier Integration

You can check out our  Quickbooks Online Sync Requirements and Details article to learn more about the ins/outs of the QBO sync. If you are interested in learning more about either of these premium products, please let us know in the Dispatch Marketplace or reach out directly to Sales today! 

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