Services & Billing (Admin)

Service Catalog

The Service Catalog (under Settings) is where you manage the list of services Bizcom offers. Each service has a name, description, default price, billing frequency, and assigned compliance pipeline.

Search and Filtering

The service catalog now includes search and filter tools:

• Search by name — type in the search box to filter services by name.
• Filter by category — choose a category (Finance, Legal, HR, Operations, Other) to see only services in that group.
• Filter by recurrence — filter by one-time, monthly, quarterly, or annual services.

Categories are displayed alphabetically, with "Other" always appearing last.

[Screenshot: service catalog with search and filters]

Adding a Service

To add a service:

1. Go to Settings → Services → Add Service.
2. Fill in the name, description, category, and default price.
3. Select the billing frequency (one-time, monthly, quarterly, annual).
4. Assign a compliance pipeline from the dropdown (see Compliance Pipelines for details).
5. Enable time tracking if this service requires billable time logging (e.g., consulting, advisory, project work). When enabled, tasks for this service will show a timer bar for tracking work sessions.
6. Click Save — the service is now available for client assignment.

[Screenshot: service catalog add form with pipeline dropdown and time tracking toggle]

Time Tracking for Services

Some services require tracking billable hours — for example, consulting, advisory work, or project-based services. When you enable time tracking for a service:

• Tasks created for that service display a sticky timer bar at the top of the task detail page.
• Staff can log time using Stopwatch, Pomodoro, or Manual entry modes.
• Time logs are stored with the task and can be used for billing or reporting.

To enable time tracking for a service:

1. Go to Settings → Services.
2. Find the service and click Edit.
3. Toggle Enable Time Tracking to ON.
4. Click Save.

Only enable time tracking for services where you actually bill by the hour or need to track effort. For fixed-price recurring services (like monthly payroll or bookkeeping), time tracking is usually not necessary.

See Tasks & Compliance for details on how staff use the timer.

Service Presets

Use service presets to quickly assign bundles of services to new clients. For example, create a "Startup Package" preset that includes business registration, bookkeeping, and payroll — then assign the entire bundle in one click during onboarding.

Client Service Assignment

To assign services to a client:

1. Go to the client's detail page.
2. Click Services & Billing.
3. Click Add Service and select from the catalog.
4. Set the price (override the default if agreed differently) and billing cycle.
5. Click Save — the service is now active for this client.

AR Workflow: Generate → Approve → Send

Accounts receivable follows a three-step flow:

1. Generate — At the start of a billing cycle, click Generate Invoice on the client's billing page. The portal creates a draft invoice based on active services.
2. Approve — Review the draft. Edit any line items if needed, then click Approve to finalize it.
3. Send — Click Send to Client — the client receives the invoice by email and it appears in their portal.

TIP

Always review the draft before approving. Check that amounts match what was agreed and that no services are missing.

Recording Payments

When a client pays, record it in the portal:

1. Open the invoice from the client's billing page.
2. Click Record Payment.
3. Enter the amount paid, payment date, and payment method.
4. Click Save — the invoice status updates automatically.

For partial payments, record the amount received and the balance will be reflected as Partially Paid.

Invoice Overdue Auto-Detection

The portal automatically marks invoices as Overdue when the due date passes without full payment recorded. Overdue invoices appear highlighted on the billing page and trigger automatic client reminders. No manual action is needed for detection — but follow up with the client if payment is significantly delayed.