Contract Billing for Facility Management Companies
The monthly bill for a site is built from deployed headcount, extra duties, consumables and any AMC work done. Nothing is typed afresh from attendance sheets at month end.
What goes on the bill
Each line traces back to an entry somebody made at a site. A bill queried in the second week can be opened and walked back to the duty, the indent or the complaint that put the line there.
Raising and following a bill
The back office opens the month, checks the duty count per site and raises the bill. A copy goes to the client admin. Payment received is entered against it, so the ageing list shows which client has let two months run without settling. Part payments are allowed.
What the client gets with it
The backing sheet matters as much as the figure.
- Duties delivered against duties contracted for the period
- Extra duty lines with the dates they were worked
- Consumables billed over the contract rate
- Maintenance rounds completed during the month
- Complaints logged and closed at that site
What billing leaves to others
Tax treatment, the invoice format asked of you and the ledgers your client expects are not settled here. GullySystem prints what you set up. Accounting and filing the bill rests with your accounts team and auditor. Figures export for them.
Frequently asked questions
Can one client receive a single bill for four sites?
Yes. Sites can be billed together on one invoice with a line per site, or separately, as that client prefers.
How is a shortfall deduction worked out?
On the basis written into your agreement, applied to the posts the attendance record shows as unfilled. Your office sets the formula.
Is payment tracked here?
Receipts are entered against the bill and ageing is shown per client. Bank reconciliation belongs with your accounts team.
Can a bill be revised after it goes out?
Yes. A revision is raised with its reason, and the earlier version stays on record for the query that follows.
Does it handle advance billing?
Yes. A site billed in advance for the coming month is handled, with duties reconciled on the following bill.
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