Auto-Billing
Automatic monthly invoice generation, frequency-based billing calculations, and payment terms.
Auto-Billing
NextRoute can automatically generate invoices at the end of each billing period based on completed services. Auto-billing eliminates manual invoice creation and ensures accurate, timely billing.
How Auto-Billing Works
At the end of each month (or on your configured billing cycle), the auto-billing system:
- Identifies billable customers — active customers with at least one completed stop in the billing period
- Counts completed services — for each customer, counts completed stops grouped by property and plan
- Calculates line items — creates line items based on:
- Plan price times number of completed services
- Additional bin charges (if applicable)
- Setup fees (for first-time invoices)
- Credits (for missed services, if threshold is met)
- Applies tax — calculates tax using plan-level or tenant-level rate
- Creates draft invoices — one invoice per customer with all line items
- Sets due date — based on your configured payment terms
Frequency-Based Billing
The number of services billed depends on the plan's frequency and the customer's actual completed stops:
| Frequency | Expected Monthly Services |
|---|---|
| Weekly | 4–5 (depending on the month) |
| Biweekly | 2–3 |
| Monthly | 1 |
| Quarterly | 0 or 1 (billed in quarter months) |
The system bills based on completed stops, not expected frequency. If a customer received 3 out of 4 expected weekly services, they are billed for 3.
Payment Terms
Payment terms determine the due date on generated invoices. Configure this in Settings > Billing & Payments.
Common payment terms:
| Term | Due Date |
|---|---|
| Due on receipt | Same day as invoice |
| Net 15 | 15 days after invoice date |
| Net 30 | 30 days after invoice date |
Enabling Auto-Billing
- Go to Settings > Billing & Payments
- Configure your payment terms
- Set the default tax rate
- Connect Stripe for online payment processing (optional)
Manual Invoice Generation
If you prefer manual control, you can generate invoices from the dashboard:
- Go to Billing > Invoices
- Click Generate Invoices
- Select the billing period
- Review the generated invoices
- Send them to customers
Invoice Delivery
After invoices are generated, you can send them to customers via email:
- Select one or more invoices
- Click Send
- The customer receives an email with their invoice details and a link to view/pay online
The invoice status changes from draft to sent, and sent_at is recorded.
Payment Processing
Payments can be recorded in multiple ways:
| Method | Description |
|---|---|
card | Credit/debit card via Stripe |
ach | Bank transfer via Stripe |
stripe_online | Customer pays via invoice link |
tap_to_pay | In-person Tap to Pay via driver's phone |
card_entry | Manual card entry |
cash | Cash payment |
check | Check payment |
When a payment is recorded, the invoice status changes to paid and paid_at is set.
Related
- Invoices — invoice structure and lifecycle
- Missed-Service Credits — automatic credits for skipped services
- Billing & Payments Settings — configuration options