Accounting & Billing
Rates, billing, and financial tracking
The Accounting section helps you manage billing rates, track income, and handle financial reporting.
Rates
There are no company-wide default rates. Every rate belongs to a client (what you charge them) or to a technician (what you pay them). The Rates page in the Accounting menu lists them all in one place.
Client Rates - what you charge a specific client, kept on that client's Billing tab
Site Visit Rates - the rate actually billed lives on each site visit, so two visits on one ticket can carry different rates, and a visit keeps what was agreed when it was raised even if the client’s rates change later. The rate on a visit can still be adjusted before invoicing.
Who sees client rates. Client rates are shown to the Owner, Admins, Project Managers, Accounting and Staff users. A client's full Billing tab (payment terms and billing information) and the prices you charge for parts are for the Owner, Admins, Project Managers and Accounting only — Staff see a Rates tab on the client instead, with just the Client Rates card. Read-only users and technicians see none of these.
What a client rate can carry. Open a client and go to the Billing tab; its rates are in the Client Rates card. Besides the labor rate, each rate can hold:
Travel Pay ($): the client's standard travel charge. Nothing is filled in automatically, on purpose, because rates vary from visit to visit. When you create a ticket, pick the rate with Load Saved Rate on each site visit. That fills in the labor rate and travel together, and you can still change them for that visit. The Primary Rate tick-box only marks the client's standard rate; it doesn't pre-fill new tickets.
Site Not Ready Bill ($): what you bill this customer when a technician arrives and the site isn't ready. The invoice then suggests one Site Not Ready line, with the reason, at that amount instead of the labor line. Without it, the normal labor line is kept and marked (Site Not Ready) for you to adjust. Travel is still billed either way.
Site Not Ready Tech Pay ($): this appears only on your own company's record (My Client Profile → Billing). It's what you pay an outside technician (Tech Marketplace or Private Network) whose site visit ended Site Not Ready. It applies automatically to visits paid at that rate's pay type, is never more than the visit's pay, keeps travel payable, and must be more than $0. Leave it blank to agree the pay on each visit with Request Pay Change.
Tickets to Bill
Billing in the Accounting menu opens Tickets to Bill: tickets whose site visits are finished but that haven't been billed yet.
Who can use it. Tickets to Bill goes with creating invoices, so it's for the Owner, Admins and Accounting users (the Manage Invoices permission). Staff can view invoices but can't create or send them, and don't see Tickets to Bill. The Owner can change who has Manage Invoices in User Management → Role Permissions.
Expand a row to see its site visits, with their times, repair result and deliverables status
Flags on a row warn you before you invoice: Dispute (the ticket is in billing dispute), Add’l pay pending (a technician has asked for more than the agreed rate) and Deliverables missing
Narrow the list by Date Scheduled, Date Received or Last Updated, or filter any column
Export CSV or Print the list for your accounting system
The list doesn't total or invoice anything itself. Open the ticket and use Ticket Actions → Create Invoice. If you billed the ticket some other way, use Ticket Actions → Mark Invoiced instead. Either way the ticket closes, its billing status becomes Invoiced, and it drops off the list.
Once an invoice goes out, the ticket’s Activity tab shows whether it reached the customer — Delivered, Bounced, or still awaiting confirmation — and the ticket header carries a clickable Client Invoiced badge that opens the invoice PDF.
Receive Payments
Invoiced is not the same as paid. Receive Payments in the Accounting menu lists every invoice your clients still owe, how late each one is, and the payments you've recorded. Record a payment in full or in part, split one check across several invoices, and adjust an invoice when a client pays more or less than it says. See Receiving Client Payments.
A ticket is Settled once the client has paid and every outside technician on it has been paid. The ticket, its site visits and the Tickets list show it.
1099 Tracking
Track the 1099s your clients send you:
Add a record for each client and year with Add 1099, or upload several 1099 PDFs at once with Bulk Upload and let Service Envoy read the details from them
Enter the Reported Income from the client's 1099. Next to it, type what your own books show for that client in QuickBooks Income, and tick Reconciled once the two agree
Upload a scanned copy of each received 1099 and attach it to its record
Filter the Year column to a single year, then Download that year's package (a summary PDF plus every attached 1099, in one ZIP file) or Email it straight to your accountant
Metrics
Track key technician performance indicators:
Arriving at sites and checking in on time or late
Checking into the Service Envoy app within 15 minutes of the reported onsite time to ensure the system records match what is reported to your clients
Track whether your technicians are uploading/sending deliverables accurately and in a timely manner
Insurance Requirements
Track client insurance requirements and your compliance status. The Owner, Admins, Accounting and Project Managers can open the report; the Owner, Admins and Accounting can add and change requirements on each client's Insurance tab. See Insurance Requirements System and Exports.