What is continuous recurring billing?
Continuous recurring billing allows you to continue billing for monthly or weekly recurring services on a proposal after the selected end date for that proposal. The selected end date becomes more of a "minimum contracted date" (think of the minimum contracted period for your phone or utility providers) and avoids you having to re-send a proposal on the end date to continue billing on a proposal especially if nothing has changed.
On the General tab of the proposal editor, there is an option to "Continue Recurring Billing" or to "Stop Recurring billing".
By default, this will be set to continue billing, and regardless of the contracted end date, recurring services will continue to be billed, and the proposal will not automatically be completed. If you prefer to have the billing end and be completed, select "Stop Recurring billing"
Why do I still need to set an end date?
Minimum contracted periods have a number of benefits
- Most engagement letters and terms have some reference to a minimum contracted period. The end date gives you the ability to reference a date in your engagement letter using placeholders.
- End dates are useful when it comes to Workflow - they provide a date in which Practice Ignition can recur jobs from.
- End dates allow us to calculate a total potential proposal value and surface the data up as projected revenue on your dashboard.
- The contracted period end date gives you an internal touch point to check in with each client to be sure scope & limitations are still being met, the end date also giving you an opportunity to reach out to offer additional or new services to your clients.
Will my clients see the end date?
It will depend on your settings. You can either hide or show the end date on a proposal and also set this as a default on your account. Choose to Show or Hide on the Terms tab of a proposal.
If you choose to show it, the accept page will display the end date as the "contracted period end date". If you choose to hide the end date, clients won't see any reference to an end date at all.
To set or change the default on your account go to Settings > General then scroll down to Proposal Settings to select a default
Can I disable continuous recurring billing after I have enabled it?
Yes. You can either go into a proposal and disable it or perform this action in bulk from the proposal list.
Please note: disabling continuous recurring billing on proposals which have already passed their end date will impact that proposal - such that no more billing will occur on that proposal. The proposal will remain active and will not be completed - you will have to do that manually.
If you disable continuous billing before the end date of the proposal, it will complete as per normal when all billing is completed and it passes the end date.
Can I see which proposals have Continuous Recurring Billing enabled?
Yes, you will be able to see a symbol next to the proposal if it has continuous recurring billing enabled and also has a recurring service (this will not appear if that proposal only contains one-off billing).
You can also filter for proposals with this enabled by using Proposal Filters.
What does this mean for rollovers and re-engagement?
If you are happy with the existing annual re-engagements process where you rollover your active proposals, review, make changes and re-send out for client acceptance, this process will remain the same, and you can get started now! The earlier you get started, the less you need to worry about come year end.
Please note: Rolling over a proposal with recurring billing enabled will not complete the original proposal on acceptance of the rolled over proposal. This will only happen if you adjust the original proposal - to find out more about adjusting proposals here.
Can the existing accepted proposal be upgraded to continue after the end date?
Absolutely! And this presents a huge opportunity to streamline your re-engagement process.
You can select currently active proposals from the proposal list to "Enable Continuous Recurring Billing" on.
What about my engagement letter and terms of service?
If you intend to use continuous billing then you will want to think about adding a clause similar to "this agreement is ongoing until either party cancels" to outline the ongoing nature of the engagement. If you need some help editing your engagement letter, you can check out this article here.
As always, we’re here to help with making these changes!
Please reach out to [email protected] if you have any questions!