Create a new invoicing period against an existing contract?

Managing invoicing periods effectively is crucial when dealing with contract changes or price updates in BigChange. By creating a new invoicing period, you can prevent duplicate invoices and ensure that changes are accurately reflected. This article will guide you through the process of managing invoicing periods to accommodate contract changes and pricing structures.

Understanding Invoicing Periods

• Invoicing periods define the timeframe for which invoices are generated.
• Creating a new invoicing period ends the previous period, preventing duplicate invoices.
• Multiple invoicing periods offer flexibility for service contracts with varying customer needs and pricing structures.

Scenario: Contract with Changing Prices

• Consider a 12-month contract for window cleaning with varying charges:
  • January: Initial payment of 50% of the contract for 12 windows.
  • February - April: Incremental charge for the rest of the total.
  • May - September: Increase to 14 windows.
  • September - December: Decrease back to 12 windows.

Creating a New Invoicing Period

Navigate to the contract in BigChange you wish to amend.

• Select the View all invoicing periods icon on the General tab of the contract. By selecting this, it will allow you to amend periods or create a new invoicing period.

• Select the Add button. This will allow you to add a new invoicing period against this contract where the details such as price have changed.

Impact of Multiple Invoicing Periods

• When the first invoicing period has a recurrence with no end date, you will be presented with the below message. Please first enter an date or number of occurrences to enable the ability to add a new period.

• On subsequent invoicing periods, when a new invoicing period is added, the 'no end date' option for the previous period's recurrence disappears.
  • The system automatically ends the recurrence in line with the new period.
  • For example, if the recurrence was set for the 1st of every month, it will end after a year, and the new period will start on the specified date.