NinjaOne Billing: Agreement Services

Topic

Learn how to create and manage agreements with NinjaOne's Billing tool.

Environment

NinjaOne Billing

Description

NinjaOne's Billing tool allows you to create and manage agreements. Agreements allow you to bill a specific product or a group of products at a specified frequency and to establish rules for mapping time entries. Agreement templates build the core data for invoice creation.

Before you proceed, you must enable NinjaOne's Billing tool. Refer to NinjaOne Billing: Getting Started with Professional Services Automation (PSA) to set up the application, if you have not already done so.

Want to learn more about NinjaOne Billing? Check out our video library.

Index

Select a category to learn more:

Create the Agreement Template
Create and Manage Agreements
Additional Resources

Create the Agreement Template

When configuring billing agreements, you can choose to automatically approve generated invoices and decide whether to sync them with a third-party accounting tool or mark them as completed if no tool is connected.

You can create agreement templates in the NinjaOne Billing application and then copy them into each organization at Finance → Agreements.

To create a service agreement template:

Navigate to Administration → Apps → NinjaOne Billing, open the Agreement Templates tab, and click +Add.

billing_agreement templates_add.png — **Figure 1**: Add a new NinjaOne Billing agreement template

Give the service agreement a name and set the support hours; you can inherit the settings from your NinjaOne Ticketing configurations or customize them separately. If you select Custom, you can further edit the Standard Support Hours by following the Support Hours Source field.

PSA_agreement templates_edit custom support hours.png — **Figure 2**: Add custom support hours for the agreement template (click to enlarge)

From the Billing section, if you select the option to automatically approve invoices, you can also select an option to mark them as complete after approval.

agreement template_billing_auto approve.png — **Figure 3**: Automatically approve invoices and mark them as complete

Select the Invoice interval for invoice creation. After your selection, a new field will appear to allow further configuration.

Invoice Interval	Description
Annual	An exact date to bill the invoice once a year
Semiannual	An exact date to bill the invoice every two years
Quarterly	Select the day on which to automate the invoice every three months; the starting month will either be the current month if the selected day has not passed, or the following month if the selected day has already passed
Monthly	Set the day on which the invoice will be created every month
Bimonthly	Set the day on which the invoice will be created every two months
Weekly	Enter the day of the week to automate the invoice, including weekends
Biweekly	Set the day on which the invoice will be created every two weeks, including weekends
One Time	Choose the specific day, month, and year to automate the invoice

Set a due date for the invoice and then select a tax rate. If you need to create a tax rate for this agreement, refer to NinjaOne Billing: Tax Rates for instructions.
Select an option from the Products drop-down menu. Then, click +Add product and select whether the product being added is New, Existing, or Non catalog. Refer to NinjaOne Billing: Products for information about the products that you can add here.
- New: Create a new product. After you create it, this product will appear in the Products section.
- Existing: Pull from products previously added in the Products section.
- Non catalog: Create a new product. After you create it, this product will not appear as an existing product in the Products section.

**Figure 4**: Add products to the agreement template

Click Apply.

After you add an agreement template, you can edit, delete, or copy it as a new agreement for a specific organization with a new start date. Move your mouse cursor over the row and click the actions menu to review these options.

billing_manage agreement templates.png — **Figure 5**: Actions menu options for NinjaOne Billing

Create and Manage Agreements

When activated, the NinjaOne Billing tool provides a Finance section in the sidebar menu, where you can create and manage agreements, view invoices, and recalculate prices on time entries. You can also perform these actions from the Finance section on the organization dashboard.

finance tab.png — **Figure 6**: NinjaOne Finance

From here, you can create, view, or edit billing agreements to ensure your bills are accurate for services rendered. NinjaOne populates and updates the dates each time an invoice is generated, whether automatically or manually, and calculates them based on the specified billing interval.

You cannot edit one-time agreements that have been successfully billed. NinjaOne will automatically mark agreements as inactive once the Last period end date exceeds the contract Agreement end date.

This section features three sections for Active, Inactive, and Archived service agreements. The Archived section contains service agreements for organizations that have been deleted. You can make individual agreements inactive.

finance_agreements tab.png — **Figure 7**: NinjaOne Finance → Agreements

Refer to the following table for an explanation of each data column. You can add or remove columns by using the table settings icon beneath the +Add agreement button.

Column Name	Description
Name	This column provides the title of the service agreement.
Description	This column shows the summary or purpose of the service agreement, if one exists.
Invoice Generation Type	This column indicates whether the invoice was created manually or automatically.
Interval	This column shows the frequency of the billing period.
Organization	This column names the organization for which the invoice is created.
Start date	This column shows the date the agreement will begin.
End date	This column shows the date the agreement will end.
Last Bill Date	This column shows the most recent date an invoice was issued under the previous period \| this agreement. This column remains empty until an invoice has been billed.
Next Bill Date	This column shows the next date an invoice will be created for this agreement. This column will be empty if Invoice Generation Type is set to manual.
Last Period Start Date	This column provides the start date of the previous period invoiced for this agreement. This column remains empty until a new billing period is started.
Last Period End Date	This column provides the end date of the previous period invoiced for this agreement. Products for this agreement were billed up to this date.

Add a New Agreement

To add a new agreement, perform the following steps. This option does not use the current template as a base, so you can manually configure all settings.

Navigate to Finance → Agreements and click +Add agreement. Select New agreement.
The Add agreement dialog will display; select an organization to bill from the available drop-down menu.
Use the steps in the section Edit the New Agreement to complete the agreement configuration.

Add Agreement From Template

To add a new agreement, perform the following steps. This option allows you to select a template as a base.

Navigate to Finance → Agreements and click +Add agreement. Select From template.
The Copy as new agreement dialog will open. Use the following table as a guide to complete the fields.

Field	Description
Name	Give the agreement a unique identifier.
Start date	Select the day the agreement will begin.
Organization	Select the organization that owns the agreement.
Agreement template	Select the template that you created in the NinjaOne Billing application.
Invoice generation type	Choose whether you want to create the invoice automatically or manually.
Bill date	Enter the next date to create an invoice for this agreement.

Click Save.
The Edit agreement page will appear. Use the steps in the following section to complete the agreement configuration.

Edit the New Agreement

When editing an agreement, the Overview section opens by default. Use the following steps as a guide to configure the individual settings for an agreement.

If you have not already done so, give the service agreement a name and select a start date. The Agreement Start Date should be the date on which the services are scheduled to begin. Agreement End Date is optional and can be added or updated at any time.
If you select Custom for Support Hours Source, you can edit the Standard Support Hours field to specify a custom schedule, including the day of the week and daily time period. If you select Inherit from Ticketing, then NinjaOne will use the data you configured for NinjaOne Ticketing. Refer to NinjaOne Ticketing: Getting Started for more information.

PSA_add agreement_overview.png — **Figure 8**: Agreement overview (click to enlarge)

Open the Billing section. Use the field descriptions and the previous table to fill out the applicable fields.
1. Selecting Manual for Generation Type will remove the requirement for selecting an option for Interval; the billing date will be updated when you manually create the invoice. If you select Automatic, then invoices will be generated based on the Interval selection and automatically adjusted each time an invoice is created.
2. Select the Automatically approve invoices checkbox to mark all generated invoices as approved by default. When you select this checkbox, a new Automatically export invoices checkbox will display; use this option to sync the invoices to your third-party accounting tools. This option will mark invoices as complete if no tools are connected.
3. NinjaOne calculates the Next Billing Period Start Date field based on your selection for Invoice interval. The date will automatically adjust for invoice creation.
4. If you do not select Custom for the Invoice Days Due Source, NinjaOne will pull data from the default number of days configured at Administration → Apps → Installed → NinjaOne Billing → General → Settings.

PSA_add agreement_billing.png — **Figure 9**: Agreement billing information (click to enlarge)

Open the QuickBooks section to configure settings for the QuickBooks integration.
- Enable or deactivate QuickBooks Online card payments for invoices.
- Enable or deactivate QuickBooks ACH (automated clearing house) payments for invoices.
Open the Products section. You can use the additional tabs in this section to add prices for Time Entries, Devices, Device backups, End-Users, and Other. When you click Add, choose from New, Existing, or Non Catalog. Refer to NinjaOne Billing: Products for information about the products that you can add here.
- New: Create details for a new product.
- Existing: Select active products that you created when configuring the NinjaOne Billing application page.
- Non Catalog: Create details for an ad hoc product. These products will not be added to your existing list of products.

Additional Resources

Refer to NinjaOne Billing: Resource Catalog to learn more about NinjaOne Billing.