Forum Discussion

Pelect's avatar
Pelect
Contributor 2
2 months ago

Invoiced twice bug - same line item

We’re having an issue with our billing process for permits. Here’s our current workflow:

  • We send out a quote that requires a $150 deposit for pulling a permit (this is a non-refundable admin fee).
  • Once the deposit is paid and the client wants to proceed, we pull the permit.
  • When the permit is ready to issue, we bill the client for the actual permit cost ($100) before issuing it.
  • So, by this stage, the client has paid a total of $250 ($150 admin + $100 permit).
  • At the end of the job, our technicians invoice on site for the project, but they are inadvertently billing the client again for the permit cost ($100), causing it to be charged twice.

How does your company handle tracking and invoicing permit fees to avoid accidentally double-billing the client at the completion of the job? What process or software has worked well for you to make sure permit costs are tracked and billed accurately throughout the job?

1 Reply

  • PBHR-FAM's avatar
    PBHR-FAM
    Contributor 2
    2 months ago

    Whenever we have a client pay an upfront fee, we add it as a payment to the job. At the end of the job, the amount is automatically deducted from the total quoted amount. We have not run into that problem yet. I am curious as to why it is not doing that for y'all.