Process Monthly Monitoring Billing
Automatically generate and send monthly security monitoring invoices based on active service agreements. Streamline recurring billing cycles, reduce administrative overhead, and ensure timely payment collection for monitoring services.
When
Monthly billing cycle date arrives
Then
Professional invoices generated and delivered automatically
15 hours monthly
Time Saved
85% faster billing cycles
ROI Impact
Security monitoring billing automation generates and sends monthly invoices automatically based on active service agreements. The system calculates charges, applies contract pricing, creates professional invoices, and tracks payment status—reducing manual billing time by up to 85% while eliminating calculation errors and ensuring consistent cash flow for security companies.
How This Automation Works
Monthly billing cycle date arrives → Professional invoices generated and delivered automatically
Identify Accounts Due for Billing
The system scans your customer database for all active monitoring contracts that have reached their billing cycle date. It retrieves contract details including service tiers, equipment counts, special pricing agreements, and billing contact information.
Calculate Monthly Charges
For each account, the system calculates total charges based on the contracted monthly monitoring rate, multiplied by the number of zones or devices under monitoring. It adds any equipment rental fees, cellular communication charges, or premium service add-ons, then applies any contracted discounts or promotional rates.
Apply Prorations and Adjustments
The system checks for mid-cycle service changes, such as equipment additions, service upgrades, or cancellations. It calculates prorated charges for partial months, applies them to the invoice, and includes clear itemization explaining each adjustment.
Generate Professional Invoices
Using your branded invoice template, the system creates a detailed invoice showing all charges, itemized services, applicable taxes, payment terms, and total amount due. Each invoice includes a unique invoice number, billing period dates, and payment instructions.
Deliver Invoices to Customers
The system automatically sends invoices via email to designated billing contacts, with PDF attachments and secure payment links. For customers preferring paper invoices, the system can queue documents for printing and mailing, or integrate with mailing services.
Create Payment Tracking Records
For each generated invoice, the system creates a payment tracking record in your accounting system, setting the due date based on payment terms. It monitors for incoming payments and automatically matches them to outstanding invoices.
Schedule Payment Reminders
The system automatically schedules reminder emails for accounts approaching their due date (typically 3-5 days before) and for overdue accounts. Reminders escalate in tone and frequency based on how many days past due the account becomes, helping accelerate collections.
Update Financial Reports
All billing activity syncs to your financial reporting dashboards, updating metrics like monthly recurring revenue (MRR), accounts receivable aging, collection rates, and billing cycle efficiency. Managers receive summary reports showing completed billing runs and any accounts requiring attention.
How It Works
Security companies managing multiple monitoring contracts face the monthly challenge of generating accurate invoices, tracking service levels, and ensuring timely billing. This automated solution transforms recurring billing by automatically identifying active monitoring agreements, calculating charges based on service tiers and equipment counts, generating professional invoices, and delivering them to clients on schedule. The system handles proration for mid-month changes, applies contract-specific pricing, tracks payment status, and sends automated reminders for overdue accounts. By eliminating manual invoice creation and reducing billing errors, security providers can process hundreds of monthly monitoring invoices in minutes while maintaining accurate financial records and improving cash flow predictability.
The Trigger
The automation initiates on a predetermined monthly billing date (typically the 1st or last day of the month), or can be triggered when a specific account reaches its billing anniversary date. The system checks for all active monitoring contracts due for billing and begins the invoice generation process.
The Action
The system retrieves active monitoring contracts from your customer database, calculates monthly charges based on service agreements (including equipment counts, service tiers, and any add-ons), generates itemized invoices with proper tax calculations, and automatically sends them via email to designated billing contacts. Payment tracking records are created, and the system schedules follow-up reminders for accounts approaching or past due dates.
Common Use Cases in Security
- Alarm monitoring companies billing thousands of residential customers monthly for security system monitoring services
- Commercial security providers invoicing businesses for multi-site monitoring with varying equipment configurations and service levels
- Access control service companies charging monthly fees for cloud-based access management and monitoring
- Video surveillance monitoring services billing customers for 24/7 video verification and incident response
- Fire alarm monitoring companies processing monthly charges for fire system supervision and emergency dispatch
- Central station operators billing dealer networks for wholesale monitoring services with volume-based pricing tiers
- Integrated security providers combining monitoring, patrol services, and equipment rental into consolidated monthly invoices
- Property management companies billing tenants for building-wide security monitoring services as part of lease agreements
Results You Can Expect
Eliminate Manual Invoice Creation
Stop spending hours each month manually creating invoices, looking up contract rates, and calculating charges. The system processes hundreds of monitoring accounts automatically, freeing your billing team to focus on customer service and account growth rather than data entry.
Reduce Billing Errors and Disputes
Automated calculations eliminate human errors in rate application, tax calculations, and proration adjustments. Consistent, accurate invoicing reduces customer disputes, minimizes credit memos, and maintains customer trust while protecting revenue.
Accelerate Cash Flow
Invoices sent on time, every time, with convenient payment links and automated reminders significantly reduce days sales outstanding (DSO). Customers receive professional invoices immediately when due, making it easier for them to process payments promptly.
Improve Financial Visibility
Automated billing provides instant visibility into monthly recurring revenue, billing completion status, and accounts receivable aging. Management can track key metrics like churn rate, average revenue per account, and collection efficiency without manual report compilation.
Scale Without Adding Staff
Handle growing customer bases without proportionally increasing billing staff. The automation scales effortlessly from dozens to thousands of accounts, processing each with the same accuracy and professionalism regardless of volume.
Enhance Customer Experience
Professional, consistent, and clearly itemized invoices reduce customer confusion and billing-related calls. Customers appreciate on-time delivery, convenient payment options, and easy access to billing history, improving satisfaction and retention.
Frequently Asked Questions About This Automation
The system automatically prorates charges when customers add or remove monitoring services mid-cycle. It calculates the exact number of days each service level was active, applies the appropriate daily rate, and itemizes these adjustments on the invoice. This ensures accurate billing for equipment additions, service upgrades, or cancellations without manual calculations.
Set Up Recurring Billing Engine in Minutes
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