How to Set Up EA to invoice a billable call for a Maximum 1 hour only

How to set up eAutomate to invoice a billable call for a Maximum 1 hour charge only, regardless of how long the technician is onsite.

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If this is part of your business model to provide adjusted invoicing by charging a client on a billable call a one hour charge only, regardless of how long the technician is onsite, then the below steps will walk you through the best practice to set this up in eAutomate.

It requires you to set up a unique bill code linked to a specific activity code that will override the additional hours. Note you will need to use two labor entries when invoicing out the call.



Best Practice Steps

Best Practice Steps 

1. First step to create a Bill Code, set with the 1 hour maximum rate charge. Your Bill Codes are located under Tools / Lists & Codes. Your Activity Codes are also located under Tools / Lists & Codes. 

Create your Activity Code first, mark the boxes on Service Calls, Paid Time, Work Time, Bypass meter reading

Screenshot 2024-02-08 at 2.32.06 PM.png


2. Now create your Bill Code, set up similar to other standard billable codes. Under the 'Billing Labor Code' you will set your billable hourly rate for that one hour with your fee you want to charge. Then assign the Activity Code, and set that hourly rate at $0 per hour.

Screenshot 2024-02-08 at 2.08.02 PM.png

This is the bill code you will want to assign to those equipment records that fall under this program.


3. When you close and invoice the service call, in the labor tab you will need to create two labor entry records. The total combined will equal the total time the tech spent on site

Screenshot 2024-02-08 at 2.12.29 PM.png

First labor entry set the correct dispatch / arrive time, and end time set to 1 hour. The default labor rate for that bill code will calculate 1 hour at $100/hr

Screenshot 2024-02-08 at 2.12.06 PM.png


Second labor entry will be used for the remaining hours the tech spent on site that you have an agreement not to charge for. In this example, the second label record shows the dispatch/arrive time when the first labor entry ended. You must select that Activity Code for the 1 hour only charge. Once selected, in the below example the 3 hours are now set at $0 per hour.

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You can now see the adjusted charges

1 hour x $100

3 hours x $0

Screenshot 2024-02-08 at 2.25.11 PM.png



Other Helpful Info

Other Helpful Info


See other Service related best practices here




Related Alerts

Related Alerts

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