Adding Billable Items
Property Management has the ability to Add Billable Items to a Reservation. Once a Billable Item has been added, there are a few ways to request billable approval.
To add a Billable Item to a reservation, navigate to the "Reservations" section of the application from the tab drop down menu or from the blue horizontal menu bar. Next, locate the reservation on the Reservation List page and click anywhere within the row to view the Reservation Details page.
From the Reservation Details page, there are two links to Add a Billable Item; one is on the top left of the page and the other is at the bottom of the page. Click on, "Add Billable Items," to begin the process.
The Add Billable Items form will open where you will enter the following information to add billable charges for Labor and/or Materials. The fields included are as follows:
PO Number/Lease ID: A Purchase Order number can be added here, if desired. If the User's Lease ID number was entered in the Contact Management Application, it will automatically populate here. If not, you can enter it manually.
Type: Choose Labor or Material for the type of Billable Item that you wish to add. * You can add multiple items to one Billable charge as you can select to add another Billable Item below.
Description and Time: Enter the description of the charge and the total time for Labor.
Hourly Rate/Material Cost/Quantity: The Hourly Rate section is for Labor charges while the Material Cost and Quantity are required fields for a Material charge.
Mark Up/Tax: Here management can add a Mark Up and/or Tax for either Labor or Material charges. These can be entered in either a dollar amount ($2.33) or a percentage (5%). If a Mark Up is added, management can select to show User the Mark Ups by checking the box.
Billable Note: The Billable Note is an area for management to explain the item/reason for the billable charge.
Add Another Billable Item: Each Billable Item is added individually. To add another charge, click Add Another Billable Item. For example, you may have a Labor charge and a Material charge for a single Reservation.
Once a Billable Item has been added to a Reservation, this will be indicated on the Reservation List Page (with a green $ symbol) and within the Reservation Details section under Billable Items. Prior to the approval for a Billable Item, the Billable Status will be shown as Pending.
To Manage Billable Items, scroll to the bottom of the Reservation Details Section and choose from the following options:
Add Billable Items/Update Billable Status: Click on Add Billable Items if you need to add an additional item. Click on Update the Billable Status to make any changes from the default, Pending Status.
Bulk Update: Click Bulk Update to delete one or more Billable Items associated with the Reservation.
Create Sign-Off Sheet: This option creates a Sign-Off Sheet that can be printed or downloaded and emailed to Users in order to get approval.
Create Invoice: This option creates an Invoice that can be printed or downloaded and emailed to Users.
Request Approval of Billable Items: By selecting this feature, an email will open that can be sent to the Main Contact for the Reservation. This will prompt them to login to the Tenant Center to review any Billable Items associated with this Reservation. After reviewing the charges, they will be able to either Approve or Deny the charges electronically.
Billable Items will be broken down by Labor and Material charges. This will include Cost, Mark-Up, Tax and Total. The total Labor and Materials charges will be shown. Clicking the down arrow will expand the section to show the Description, Date, Rate, Time, Quantity, etc. When expanded, individual charges can be Edited or Deleted, if necessary.
