ADMIN: Configuring billing settings

You must configure the following settings:

• Non-Billable settings on Work Types: The work type associated with a time entry determines if the time entry is billable or non-billable, and if a non-billable time entry will be shown on the invoice as No charge. Refer to Work types.
• Security Levels: By default, users with Service Desk User, Manager, System Administrator, Full Access User, and API User security levels have the following time entry permissions:
  • Can modify Non-Billable setting on ticket time entries
  • Can modify Show on Invoice setting on ticket time entries 
  • Can modify Work Type on ticket time entries

  If unwanted non-billable time entries appear on your invoices, you may want to configure more restrictive settings. Refer to Service Desk security settings.

• Payment Terms: Payment terms will appear on the Autotask invoice, and can be exported. Refer to Payment terms.
• Tax Regions and Categories: You will either need to set up tax regions and tax categories to calculate the appropriate amount of tax on products and services in Autotask, or configure the TaxJar integration. Refer to Configuring your tax table and The TaxJar integration.
• Payment Processing: Autotask Payment Processing is an integration of Autotask with the Kaseya BNG Payment Gateway through its ConnectBooster user interface. Once the integration is set up, you can process payments directly in Autotask, while the client's wallet information is stored in a secure vault in the payment gateway. Refer to Payment Processing.
• Invoice Templates: Invoice Templates control the layout and content of your invoices. Refer to Designing invoice templates.
• Invoice Settings: Allow you to customize billing settings for an individual customer. Refer to The Invoice settings tab and page.
• Invoice Email Messages: This is a group of settings that control what appears in the email message the invoice is attached to. Refer to Managing invoice email messages.
• Additional Invoice Fields: Set up custom text fields (with default values) that can be included as variables in your invoice templates. When you process invoices, you can modify the default values for these fields for that specific invoicing session. Refer to Additional invoice fields.
• Billing System Settings: You can configure "Prompt users for posted date in Approve and Post" and "Round Billable Amount to 4 decimal places instead of 2 decimal places when items are approved & posted". Refer to Contracts and billing system settings.
• Multi-currency: You must set your internal currency, activate your customer currencies and set exchange rates. Refer to Configuring Multi-currency.
• Price List: The Price List page provides a consolidated page for users with Finance, Accounting & Invoicing permissions to create and set prices for all types of billing items. For customers who have Multi-currency enabled and do not want to rely solely on exchange rates, this is also the page where they set fixed prices for billing items in other currencies.

You must configure the following settings:

• Non-Billable settings on Work Types: The work type associated with a time entry determines if the time entry is billable or non-billable, and if a non-billable time entry will be shown on the invoice as No charge. Refer to Work types.
• Security Levels: By default, users with Service Desk User, Manager, System Administrator, Full Access User, and API User security levels have the following time entry permissions:
  • Can modify Non-Billable setting on ticket time entries
  • Can modify Show on Invoice setting on ticket time entries 
  • Can modify Work Type on ticket time entries

  If unwanted non-billable time entries appear on your invoices, you may want to configure more restrictive settings. Refer to Service Desk security settings.

• Tax Regions and Categories: At a minimum, you will need to set up one default tax region that is used for all customers, and a "taxable" tax category that is used on taxable billing codes. You will need to fully set up tax regions and categories to calculate the appropriate amount of tax on products and services only if you are using a US version of QuickBooks and will calculate tax amounts in Autotask instead of in QuickBooks. Refer to Configuring your tax table and Calculating taxes in Autotask instead of QuickBooks? (US versions only).
• Invoice Templates: Invoice Templates control the layout and content of your invoices. Refer to Designing invoice templates.
• Invoice Settings: Allow you to customize billing settings for an individual customer. Refer to The Invoice settings tab and page.
• Billing System Settings: You should configure "QuickBooks Transmission Method" , "Round Billable Amount to 4 decimal places instead of 2 decimal places when items are approved & posted", "Use 4 decimal places for Invoices and QuickBooks instead of 2 decimal places" and "Require Work Type Name field for tickets". Refer to Contracts and billing system settings.
• Multi-currency (if your Autotask instance is multi-currency): You must set your internal currency, activate your customer currencies and set exchange rates. Refer to Configuring Multi-currency.

You must configure the following settings:

• General Ledger Accounts: If you export your billing transactions and want each transaction to be associated with the correct General Ledger Account in your accounting application, you should set up your general ledger accounts in Autotask and associate them with your billing codes. Refer to General ledger accounts.
• Payment Terms: Payment Terms will appear on the Autotask invoice, and can be exported. Refer to Payment terms.
• Billing System Settings: You should configure "Prompt users for posted date in Approve and Post", "Require Work Type Name field for tickets"and "Round Billable Amount to 4 decimal places instead of 2 decimal places when items are approved & posted". Refer to Contracts and billing system settings.
• Multi-currency (if your Autotask instance is multi-currency): You must set your internal currency, activate your customer currencies and set exchange rates. Refer to Configuring Multi-currency.