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Prepay hours usage report for customers

My business customers are constantly requesting the ability to view a report that shows how their prepay hours were applied.

Bare minimum info to include:
Invoice number
Hours added or subtracted to account (and a running balance maybe?)

All of this data is available but in fragmented parts and it is not available to be seen or sent to the customer in a report form. Currently I have to compile all the data from individual invoices manually into a spreadsheet. Please help.

Date, Invoice #, Hours used (or added), running total

57 votes
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  • Paul Schwegler commented  ·   ·  Flag as inappropriate

    To add to this, It would be nice to have a variable to add to the invoice templates that shows the prepay hours used on that invoice. The current {{customer_prepay_hours}} variable only shows the balance left. My customers are asking to see how much was used on THAT invoice because it's a PITA to go through and add up the little .25 and .5 chunks when there are 30+ tickets.

  • Gazo commented  ·   ·  Flag as inappropriate

    I suspect many of us have different rates for different work types or staff. For example "Workshop" $75/hr, "Callout" $100/hr. Prepaid hours seems to track units of time not value, so this other idea may need to be combined with this one: https://feedback.repairshopr.com/forums/165658-general/suggestions/11141532-prepaid-hours-should-work-on-value-not-quantity.

    If anyone thinks my understanding of how Prepay hours works is wrong let me know.

  • Gazo commented  ·   ·  Flag as inappropriate

    Agree - we should be able to view Prepay hours history on a customer by customer basis as and when needed, showing tickets that have been applied.

  • Will Goubert commented  ·   ·  Flag as inappropriate

    prepay / monthly maintenance contract - this is a must for contracts where support includes a block of time per month - anything beyond that "maintenance" category can then be billable

  • wwilliams commented  ·   ·  Flag as inappropriate

    We still really need this or something like this. Is there anything in place for this now?

    I dont want to have to constantly make spreed sheets for customers that don't want to use the list of invoices on the customer portal

  • Mary Burger commented  ·   ·  Flag as inappropriate

    I have just started using Prepay hours, and I would love to be able to send the client an accounting of what has been used.

  • Adam Fischer commented  ·   ·  Flag as inappropriate

    Agreed! We go through the same custom report generation each month as wwilliams for our clients on recurring accounts - as well as the overage concerns shared by Jason Miller.

    I would also request the ability to apply the prepay-hours at a future time (i.e. the first of the following month or a set date) so that we can mark the invoice as paid - when it's paid (even if in advance) without applying the hours at that time.

    As it is now, say a customer pays an invoice for an upcoming service-period, due prior to that period's start date - we mark the invoice paid in full, which applies the prepay hours, and then the customer goes into a surplus of hours for the current period, which throws off our overage and makes accounting - both of hours and overages - extremely time-consuming for our team.

  • Jason Miller commented  ·   ·  Flag as inappropriate

    Also i think it would be good if the prepaid hours would allow a negative balance since we bill overages at the end of the quarter. This way the customer can see how many hours they are in the negative. Right now after we reach 0 we just leave the extra hours in the shopping cart and bill it at the end of the quarter since we bill quarterly for our managed services.

  • Jason Miller commented  ·   ·  Flag as inappropriate

    This would help us a lot as well. We get request for this information a lot. It would also helpt to be able to display the remaining prepaid hours on the customer portal as well. However, it would be nice to have a button to turn on and off the display of the prepaid hours for each customer. Kindof like the public/private on attachments.

  • Jason Miller commented  ·   ·  Flag as inappropriate

    This would greatly help us as well! we get request for this information a lot! I would also like to have a Prepaid hours displayed in the customer portal as well. However, I think it would be good to have it where you can turn the prepaid hours display on or off kindof like the private/public on the file attachments.

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