Topic
This article answers frequently-asked questions about our NinjaOne Billing feature. If you need to view FAQ about using integrations with Billing, such as QuickBooks, refer to NinjaOne Professional Services Automation (PSA): Getting Started with NinjaOne PSA and QuickBooks.
If you have questions not answered in this article or would like to suggest improvements to this feature, please email us at [email protected].
Environment
NinjaOne Billing
Index
Select a question to view the answer.
- What is PSA?
- What billing scenarios do you support?
- What billing scenarios do you not support?
- What features are you planning to add before GA?
- What do the different billing options mean?
- Can I configure the tax code for a customer at the customer level?
- How do time entries relate to invoices?
- What does the Send button do?
- How does invoice approval work?
- How can I delete invoices?
- Can invoices be billed in multiple currencies?
- How can I edit time entries if they are incorrect?
- Can I edit the order items that appear on an invoice?
FAQ
What is PSA?
PSA stands for "Professional Services Automation," a billing engine integrated into NinjaOne Ticketing and other products to automate invoice generation. NinjaOne uses the term "PSA" to include Ticketing, Documentation, IT Asset Management, and Billing as a bundle.
NinjaOne supports automated billing based on ticket time entries and device counts. Otherwise, you can bill manually set quantities for the current day.
What billing scenarios do you support?
- Hourly Billing: Billing based on hours worked for a customer.
- Managed Services included support: We provide agreements and show the work that is carried out.
- Per Device Billing: We support per-device billing for both:
- Billing as a single bundled line item per device.
- Billing as multiple line items based on device search groups, where you can add multiple line items per device based on tags, installed software, custom fields, or any other item you can filter in device search groups.
- Per-User Billing: We currently support per-user billing, where quantities are manually updated.
- Other item billing: We support billing other items in NinjaOne Billing by manually setting the quantities.
What billing scenarios do you not support?
We do not currently support billing in block hours, but plan to introduce this feature in a future release.
What features are you planning to add before GA?
- Time product selection while adding ticket comments.
- Ticket status filtering on agreements allows for controlling when time entries should be billed.
- End User Billing: bill invoices based on the number of end-users in NinjaOne.
- NinjaOne Backup Billing: automate the billing of NinjaOne backup products.
- Block Time Billing: bill invoices for an included number of hours.
- Profitability Reports: understand your profitability across your client base.
- Support for additional currencies.
- Xero Integration.
- Public API.
What do the different billing options mean?
The following table provides definitions for each billing option:
| Billing option | Definition |
|---|---|
| Billable | The product will be shown on the invoice and charged at the configured price. This allows you to bill for services. |
| Not Billable | The invoice does not show the product. This allows you to track costs that the payee does not need to be informed about. |
| No Charge | The invoice shows the product at a charge of 0. |
Can I configure the tax code for a customer at the customer level?
Currently, you can only configure tax codes at the agreement level. When you set the tax code to "None," QuickBooks' automatic tax code calculation tool will be used if enabled.
If needed, the ability to override tax codes is also available at the agreement level.
How do time entries relate to invoices?
Time entries link to invoices via agreements. You configure which products you want to use for billing under time entry products on an agreement. When a ticket is created, it will automatically assign the default time entry agreement configured by a customer. As time entries are added to that ticket, they follow the time-entry product rules configured on that agreement to determine which time-entry product to use.
Today, we support matching technician roles to determine which product is best suited for use. You can override the agreement for a ticket from the left-hand menu. All non-billed time entries will be added when an invoice is generated from that agreement.
What does the Send button do?
Currently, the Send button submits the invoices to QuickBooks Online. QuickBooks Online must then be used to send invoices via email to the payee.
The email fields configured at the agreement populate those fields in QuickBooks Online.
How does invoice approval work?
Today, invoice approvals enable you to review invoices before submitting them to the payee.
The system logs activities when invoices transition between configured states and supports notification alerts. For example, you can configure a notification to let a finance member of staff know that an invoice has been approved and is ready to be sent to QuickBooks Online.
How can I delete invoices?
Today, we only support archiving invoices because they contain critical billing information that is essential for accurate record-keeping.
Can invoices be billed in multiple currencies?
NinjaOne currently only supports billing invoices through a single currency.
How can I edit time entries if they are incorrect?
You can edit time entries under the global or organization time entries screen until you add them to an invoice. Once they have been added to an invoice, they cannot be billed again.
You can edit them on a ticket by clicking the time entry next to a comment in the activity feed.
Can I edit the order items that appear on an invoice?
Today, it is not possible to edit the order or items on an invoice. This will change when we add the ability to generate and send invoices directly from NinjaOne Billing in a future release.