Process Monthly Billing
Automatically generate and send monthly billing invoices for elevator maintenance contracts, service agreements, and recurring inspection fees with precise calculation of labor, parts, and contract terms.
When
Month-End Date Reached
Then
Professional Invoices Delivered
12 hours per month
Time Saved
75% faster billing cycles
ROI Impact
Automated elevator monthly billing generates invoices by consolidating service contract fees, maintenance visit charges, parts costs, and labor hours at month-end, then distributing professional invoices to customers while synchronizing with accounting systems for payment tracking.
How This Automation Works
Month-End Date Reached → Professional Invoices Delivered
Collect Service Contract Data
At the billing cycle trigger, the system retrieves all active elevator service contracts, maintenance agreements, and customer billing profiles including contract terms, base rates, service levels, billing frequencies, and special pricing arrangements for each customer and location.
Aggregate Billable Activities
The system compiles all billable activities from the billing period including scheduled maintenance visits, emergency service calls, inspection reports, parts requisitions, technician labor hours, and any additional services performed beyond the base contract scope.
Calculate Total Charges
Using contract rates and activity data, the system calculates base contract fees, adds charges for extra visits or services, applies parts markups, computes labor costs at appropriate rates, includes any applicable taxes or fees, and applies discounts or credits to determine the total invoice amount.
Generate Invoice Documents
The system creates professional invoice documents with customer information, detailed line items, service descriptions, equipment identifiers, billing period dates, itemized charges with subtotals, tax calculations, total amount due, and payment terms including due date and accepted payment methods.
Distribute and Record Invoices
Invoices are automatically sent to customer accounts payable contacts via email with PDF attachments, posted to customer portals if applicable, and simultaneously recorded in the accounting system with appropriate revenue recognition, creating receivables records and updating customer account balances for tracking.
How It Works
Transform your elevator service company's monthly billing process with intelligent automation that handles contract billing, maintenance fees, and recurring service charges. This system automatically calculates monthly charges based on service agreements, tracks billable maintenance visits, applies contract rates, and generates professional invoices with detailed breakdowns of preventive maintenance, repair work, and parts used. The solution integrates contract management data, service call records, and parts inventory to ensure accurate billing while reducing administrative overhead and improving cash flow through faster invoice delivery and payment processing.
The Trigger
The system activates automatically at the end of each billing cycle (typically monthly) or when triggered by a scheduled billing date specified in elevator service contracts. It can also trigger when service records are marked complete and ready for invoicing, ensuring all maintenance work, emergency repairs, and contract obligations are captured before invoice generation.
The Action
The system generates comprehensive monthly invoices that include contract fees, maintenance charges, parts costs, and labor hours with detailed line items. Invoices are automatically formatted with customer information, service location details, equipment identifiers, and payment terms, then distributed via email to accounts payable contacts while creating records in your accounting system for tracking and reconciliation.
Common Use Cases in Elevator
- Independent elevator service companies billing 50-200 buildings monthly with mix of full-service contracts, preventive maintenance agreements, and time-and-materials work requiring consolidated monthly invoices per customer
- Property management companies with in-house elevator maintenance teams billing multiple building owners for services provided across portfolio properties with different contract structures and billing requirements
- Large elevator service contractors managing hundreds of contracts across multiple regions needing centralized billing operations that ensure consistent invoicing practices and timely revenue recognition across all branches
- Elevator modernization companies with ongoing maintenance commitments bundled into upgrade projects requiring separate monthly billing for maintenance services while managing project payment schedules independently
- Building maintenance companies offering elevator service as part of comprehensive facility management contracts needing to separately track and bill elevator-specific services within larger facility management invoices
Results You Can Expect
Eliminate Manual Invoice Creation
Remove the time-consuming process of manually compiling service records, calculating charges, and creating individual invoices for each customer. Administrative staff can focus on customer service and exception handling rather than routine data entry and document preparation.
Accelerate Cash Flow
Send invoices on the first business day of each month instead of 5-10 days later, giving customers earlier notice and starting the payment clock sooner. Consistent, timely billing improves payment patterns and reduces days sales outstanding significantly.
Improve Billing Accuracy
Eliminate manual calculation errors, missed billable items, and incorrect rate applications that lead to revenue leakage or customer disputes. Automated data consolidation ensures all service activities are captured and properly charged according to contract terms.
Enhance Customer Transparency
Provide detailed, consistent invoice formatting with clear breakdowns of services, parts, and charges that customers can easily understand and reconcile. Professional documentation reduces confusion and questions about billing, improving customer satisfaction and payment rates.
Frequently Asked Questions About This Automation
The system pulls contract terms, service agreement rates, and billable activity data to calculate base contract fees, add charges for maintenance visits, parts used, and extra labor hours, then applies any discounts or special terms specified in customer agreements before generating the final invoice amount.
Set Up Recurring Invoice Automation in Minutes
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