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Monthly and automatic billing

How to bill all of an account's completed work for a period in one invoice, by hand or on a schedule.

A rollup invoice has one line per completed visit. Each line shows the date and time the visit was completed and its service location. The preview and the email to the customer group the lines by service location, with a subtotal for each. It starts as a draft: you can refresh it, send it, or void it. The invoice is addressed to the account's billing contact, or to the account's first customer if no billing contact is set. Only admins can roll up invoices.

Roll up an account's work now

To roll up an account's work:

  1. Open Billing and choose Roll up. The Roll up invoice dialog opens.
  2. Pick the Account. Only accounts with a Next billing date appear in the list. See Put an account on a billing schedule.
  3. Set the As of date. It starts at today. The invoice covers completed visits up to the day before this date. The preview shows the last day included, for example Through 2026-07-15 (inclusive).
  4. Check the preview. Visits are grouped by service location, with a Subtotal for each location and a Total.
  5. Choose Generate.

Lupa shows Rollup invoice draft created with the invoice number, and opens the new draft.

What the rollup includes. Only completed visits that are not already on an invoice. A visit that is still in progress, or that is already on another invoice, is left out. Visits on an invoice that was voided with Release visits for re-invoicing ticked can be billed again.

If the list says no account is configured for rollup billing. No account has a next billing date yet. Set one first.

If the preview says there are no eligible visits. The account has no unbilled completed work before the As of date, and Generate stays unavailable.

If a line reads "Not yet priced". Lupa could not work out a price for that visit. The preview says how many visits are unpriced and leaves them out of the Total. You can still generate the draft. When you send it, those lines are billed at $0.00. See Sending invoices. To have visits priced when they are scheduled, see Pricing your work.

If Generate says another rollup for this window already landed. Someone else, or the automatic schedule, created the same invoice first. Close the dialog and look for it in the list.

Add late work to a rollup draft

A visit completed before the As of date may be marked complete after the draft was generated.

To add it:

  1. Open the rollup draft.
  2. Choose Refresh.

Lupa adds a line for each newly eligible visit and says Added 1 new line (or however many it added), or No new visits to add. Lines already on the draft are left as they are. Refresh appears only on a rollup invoice that is still a draft.

Put an account on a billing schedule

A billing schedule has two parts:

  • Next billing date. On this date Lupa rolls up the account's completed work into a draft for you to review and send. Lupa checks once a day for accounts whose next billing date has arrived.
  • Cadence. How far the next billing date moves forward after each rollup.

The next billing date is what makes billing happen. An account with a next billing date and a cadence is billed every cycle. An account with a next billing date but no cadence is billed once, and the date never moves after that, so later work is not picked up until someone changes the date. An account with no next billing date is never billed automatically.

To set up a billing schedule:

  1. Open Clients and select a customer on the account.
  2. Find Rollup billing on the customer's details. Every customer on the account shares the same billing schedule.
  3. Choose a Cadence: Weekly, Biweekly, Monthly by numbered weekday, Monthly by day of month, Quarterly by day of month, Quarterly by numbered weekday or Every N days. Choose Not configured only if you want to set every billing date by hand.
  4. Fill in the details the cadence asks for, and set the Next billing date.
  5. Choose Save rollup billing.

Lupa shows Rollup billing saved. If you set a Next billing date, the account now appears in the Roll up list, and a draft is created when that date arrives.

Automatic rollups stop at a draft. Nothing is emailed until you send it. See Sending invoices.

If there was no work for the period. No invoice is created, and the next billing date still moves forward if the account has a cadence.

Give every account you bill automatically both a cadence and a next billing date. The red banner on Billing counts completed work on accounts with neither. An account with only one of the two is billed once or not at all, so check that its Next billing date is set and moving forward.

On the phone

Admins can also roll up an account from the Invoices tab in the field app, with Roll Up.