Docket Billing Workflow Configuration Guide

Docket’s billing workflows allow you to customize invoicing, payment terms, and client-specific settings to streamline operations. This guide covers setting up client types, configuring invoice terms, and optimizing billing processes.

Client Types & Billing Workflows

What Are Client Types?

Client types determine how billing is handled in Docket. They classify customers based on payment expectations and invoice structures.

Common Client Type Scenarios

Key Considerations for Client Types

• Prepay clients require payment before service and must sign terms and conditions.
• Bulk billing clients accumulate charges and are invoiced periodically.
• Industrial/commercial clients may have custom invoice requirements (e.g., per service address).
• Client types should be simple and obvious for easy classification.

Configuring Client Types in Docket

Setting Up Client Types

1. Go to Settings > Company Settings > Client Settings.
2. Locate Client Types under the Tags section.
3. Add new client types (e.g., Residential, Contractor Bulk Bill, Prepay, etc.).
4. Click Save.

Assigning Client Types

• When adding a new client, select the appropriate Client Type.
• Ensure the correct Pricing Type is selected (e.g., Residential vs. Commercial pricing).

Invoice Settings & Payment Terms

Setting Default Payment Terms

1. Navigate to Settings > Billing Settings > Invoice Settings.
2. Locate Payment Terms (Days Before Due).
3. Set the default:
   • Prepay: Due on invoice creation (set to 0 days).
   • Net 15/30/45: Adjust based on client agreements.
4. Click Save.

Customizing Payment Terms Per Client

1. Open the client profile.
2. Click the Settings Gear Icon.
3. Navigate to Billing Settings.
4. Adjust Days Before Due (e.g., Net 15, Net 30).
5. Click Update.

Automating Invoice Creation

Setting Up Automatic Invoicing for Prepay Clients

1. Go to Settings > Dumpster Management > Billing.
2. Under Billing Options, set Prepay clients to Create Invoice upon Scheduling.
3. Click Save.

Setting Up Bulk Billing for Contractors & Commercial Clients

1. Under Billing Options, set Bulk Bill clients to Create Charges instead of Invoices.
2. These charges are stored in a Charge Bank until invoicing.
3. To bulk bill:
   • Go to Accounting > Bulk Create Invoices.
   • Select charges to include in invoices.
   • Click Create Invoices and send.

Managing Signatures & Rental Agreements

One-Time Signature for Bulk Billing Clients

1. Upload your Rental Agreement in Settings > Company Settings > Documents.
2. Ensure Signature Requirement is enabled only for Prepay Clients under Billing Settings.
3. Attach agreements to bulk billing clients at the account level.

Automatic Terms & Conditions on Invoices

1. Go to Settings > Client Settings > Billing.
2. Paste the Terms & Conditions into the designated field.
3. Click Save.

Scheduling & Invoice Creation Workflow

Prepay Client Workflow

1. Create Client → Assign as Prepay.
2. Schedule Dumpster Drop-Off.
3. Invoice Auto-Created.
4. Send Invoice to client.
5. Client Pays & Signs Terms.
6. Service is Performed.

Bulk Billing Client Workflow

1. Create Client → Assign as Bulk Bill.
2. Schedule Drop-Off, Exchange, or Additional Services.
3. Charges Accumulate in Charge Bank.
4. Bulk Create Invoices Weekly/Monthly.
5. Send Invoice to Client.
6. Client Pays by Due Date.

Handling Payments & Reviewing Accounts

Recording Payments

1. Go to Accounting > Payments.
2. Click Record Payment.
3. Select the client and open invoices.
4. Enter the payment amount and method (check, credit card, ACH).
5. Click Submit Payment.

Tracking Unpaid Invoices

• Navigate to Accounting > Invoices > Filters.
• Use Status Filters:
  • Unpaid: Invoices sent but not paid.
  • Overdue: Past due invoices.
  • Not Sent: Invoices created but not emailed/mailed.
• Send payment reminders for overdue invoices.

Best Practices

• Keep client types simple and clear.
• Automate prepay invoices to reduce manual processing.
• Use the bulk invoicing feature for commercial clients.
• Regularly check unpaid invoices to follow up on outstanding balances.
• Use Docket's built-in charge tracking to ensure all services are invoiced correctly.

For additional support, reach out to Customer Support or visit the Docket Learning Hub.