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Billing based on Fiscal and non-Fiscal years. - Connect IT Community | Kaseya
<main> <article class="userContent"> <p>Billing Guide: Recurring services</p> <p>This guide provides you with examples of how the system calculates billable periods for the cycles created in a contract. Billing cycles offered in the PSA are Contract Length, Weekly, Monthly, Quarterly and Yearly. Examples for all the cycles with and without Calendar billing are listed in this guide.</p> <p>Contract parameters considered for this example are:</p> <ul><li>Start date: 10th Aug 2020</li> <li>End date: 31st Aug 2021</li> <li>Service item has a unit price of 20$</li> <li>Service item Effective date:10th Aug 2020</li> </ul><div> <strong>Tip!</strong> Refer this getting started <a href="/home/leaving?allowTrusted=1&target=https%3A%2F%2Fkaseya.vanillacommunities.com%2Fkb%2Farticles%2Faliases%2Fkaseya%2Fhc%2Fen-gb%2Farticles%2F360012710658" rel="noopener nofollow">article</a> to learn more about recurring services. </div> <p>Billing Cycles:</p> <p>Billing in PSA can be automated using Finance > Billing automation or manually using Billing review. To review the periods we will make use of the manual method. A summarized view of all the cycles is listed at the end of this <a rel="nofollow" href="#token">guide.</a><br> This section lists periods that will be shown in Finance > Billing review for the above contract. Listed billable items can be posted and invoiced in Finance > Billing.</p> <h3 data-id="weekly-and-fiscal-years-calendar-year-yes">Weekly and Fiscal years (Calendar year: Yes)</h3> <ul><li>Billing spans weekly from Monday to Sunday.</li> <li>Below time period shows the first few weeks of this weekly billing cycle.</li> <li>10th of August falls on Monday so the period considers 10th as the start of the first cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>17-Aug-2020</p> </td> <td> <p>24-Aug-2020</p> </td> <td> <p>31-Aug-2020</p> </td> <td> <p>07-Sep-2020</p> </td> <td> <p>14-Sep-2020</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>16-Aug-2020</p> </td> <td> <p>23-Aug-2020</p> </td> <td> <p>30-Aug-2020</p> </td> <td> <p>06-Sep-2020</p> </td> <td> <p>13-Sep-2020</p> </td> <td> <p>20-Sep-2020</p> </td> </tr></tbody></table></div> <ul><li>Below time period shows the last few weeks of this weekly billing cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>26-July -2021</p> </td> <td> <p>02-Aug-2021</p> </td> <td> <p>09-Aug-2021</p> </td> <td> <p>16-Aug-2021</p> </td> <td> <p>23-Aug-2021</p> </td> <td> <p>30-Aug-2021</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>01-Aug-2021</p> </td> <td> <p>08-Aug-2021</p> </td> <td> <p>15-Aug-2021</p> </td> <td> <p>22-Aug-2021</p> </td> <td> <p>29-Aug-2021</p> </td> <td> <p>31-Aug-2021</p> </td> </tr></tbody></table></div> <h3 data-id="weekly-and-fiscal-years-calendar-year-no">Weekly and Fiscal years (Calendar year: No)</h3> <ul><li>Billings spans from the <em>start date</em> to a week from the <em>start date</em>. </li> <li>Below time period shows the first few weeks of this weekly billing cycle.</li> </ul><table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>17-Aug-2020</p> </td> <td> <p>24-Aug-2020</p> </td> <td> <p>31-Aug-2020</p> </td> <td> <p>07-Sep-2020</p> </td> <td> <p>14-Sep-2020</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p><span lang="en-IN">1</span><span lang="en-US">6</span><span lang="en-IN">-Aug-2020</span></p> </td> <td> <p>23-Aug-2020</p> </td> <td> <p>30-Aug-2020</p> </td> <td> <p>08-Aug-2020</p> </td> <td> <p>13-Sep-2020</p> </td> <td> <p>20-Sep-2020</p> </td> </tr></tbody></table><ul><li>Below time period shows the last few weeks of this weekly billing cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>21-Jul-2021</p> </td> <td> <p>28-July-2021</p> </td> <td> <p>04-Aug-2021</p> </td> <td> <p>11-Aug-2021</p> </td> <td> <p>18-Aug-2021</p> </td> <td> <p>25-Aug-2021</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>27-Jul-2021</p> </td> <td> <p>03-Aug-2021</p> </td> <td> <p>10-Aug-2021</p> </td> <td> <p>17-Aug-2021</p> </td> <td> <p>24-Aug-2021</p> </td> <td> <p>31-Aug-2021</p> </td> </tr></tbody></table></div> <div> <h3 data-id="monthly-and-fiscal-years-calendar-year-yes"> <span lang="EN-US" data-contrast="none">Monthly and Fiscal years (Calendar year: Yes)</span><span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"></span> </h3> <ul><li>Billings spans from the 1st of the month to the end of a calendar month.</li> <li>Below time period shows the first few months for the monthly billing cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>1-Sep-2020</p> </td> <td> <p>1-Oct-2020</p> </td> <td> <p>1-Nov-2020</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>31-Aug-2020</p> </td> <td> <p>30-Sep-2020</p> </td> <td> <p>31-Oct-2020</p> </td> <td> <p>30-Nov-2020</p> </td> </tr></tbody></table><ul><li>Below time period shows the last few months for the monthly billing cycle.</li> </ul></div> <div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>01-May-2021</p> </td> <td> <p>01-Jun-2021</p> </td> <td> <p>01-July-2021</p> </td> <td> <p>01-Aug-2021</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>31-May-2021</p> </td> <td> <p>30-Jun-2021</p> </td> <td> <p>31-July-2021</p> </td> <td> <p>31-Aug-2021</p> </td> </tr></tbody></table></div> <ul><li>Because our effective date is 10th August, the line item for the first month will be prorated.</li> <li>Proration is calculated from the first of the month to the effective date.</li> </ul><p><img src="https://us.v-cdn.net/6032361/uploads/migrated/UJUAD0TOL7I6/mceclip0.png" alt="mceclip0.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> <h3 data-id="monthly-and-fiscal-years-calendar-year-no"> <span lang="EN-US" data-contrast="none">Monthly and Fiscal years (Calendar year: No)</span><span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"></span> </h3> <ul><li>Billings spans from the <em>start date</em> to a month from the <em>start date</em>. </li> <li><span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}">Below time period shows the first few months for the monthly billing cycle.</span></li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>10-Sep-2020</p> </td> <td> <p>10-Oct-2020</p> </td> <td> <p>10-Nov-2020</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>09-Sep-2020</p> </td> <td> <p>9-Oct-2020</p> </td> <td> <p>09-Nov-2020</p> </td> <td> <p>09-Dec-2020</p> </td> </tr></tbody></table></div> <ul><li>Below time period shows the last few months for the monthly billing cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-May-2021</p> </td> <td> <p>10-Jun-2021</p> </td> <td> <p>10-Jul-2021</p> </td> <td> <p>10-Aug-2021</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>09-Jun-2021</p> </td> <td> <p>09-Jul-2021</p> </td> <td> <p>09-Aug-2021</p> </td> <td> <p>31-Aug-2021</p> </td> </tr></tbody></table></div> <ul><li>Because our effective date is 10th August, the line item for the last month will be prorated.<span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"></span> </li> </ul><p><img src="https://us.v-cdn.net/6032361/uploads/migrated/YAE5Q4U4Z2T4/mceclip1.png" alt="mceclip1.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> <h3 data-id="quarterly-and-fiscal-years-calendar-year-yes"> <span lang="EN-US" data-contrast="none">Quarterly and Fiscal years (Calendar year: Yes)</span><span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"></span> </h3> <ul><li>Billings spans from the beginning to the end of the quarter of a calendar year. </li> <li>Below time period shows the span for the quarterly billing cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>01-Oct-2020</p> </td> <td> <p>01-Jan-2021</p> </td> <td> <p>01-Apr-2021</p> </td> <td> <p>01-Jul-2020</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>30-Sep-2020</p> </td> <td> <p>31-Dec-2020</p> </td> <td> <p>31-Mar-2021</p> </td> <td> <p>30-June-2021</p> </td> <td> <p>31Aug-2021</p> </td> </tr></tbody></table></div> <ul><li>Prorations are calculated for the first and last quarter as they don’t begin and end with Fiscal quarters.</li> </ul><p><img src="https://us.v-cdn.net/6032361/uploads/migrated/M3WAKSNWCGEE/mceclip3.png" alt="mceclip3.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> <h3 data-id="quarterly-and-fiscal-years-calendar-year-no"> <span lang="EN-US" data-contrast="none">Quarterly and Fiscal years (Calendar year: No)</span><span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"></span> </h3> <ul><li>Billings spans from the <em>start date</em> to a quarter from the <em>start date.</em> </li> <li>Below time period shows the span for the quarterly billing cycle.</li> </ul><p><img src="https://us.v-cdn.net/6032361/uploads/migrated/RF3ER1ZP29KG/mceclip4.png" alt="mceclip4.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> <ul><li>Proration is calculated for the last quarter as the period doesn't complete the quarter cycle.</li> </ul><h3 data-id="yearly-and-fiscal-years-calendar-year-yes">Yearly and Fiscal years (Calendar year: Yes)</h3> <ul><li>Billings spans from the <em>start date</em> to the end of the calendar year. </li> <li>Below time period shows the span for the quarterly billing cycle.</li> </ul><div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>01-Jan-2021</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>31-Dec-2020</p> </td> <td> <p>31-Aug-2021</p> </td> </tr></tbody></table><ul><li>The line items are prorated as the time periods do not cover a complete year.</li> </ul></div> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/H5WRJK1B9RT1/mceclip1.png" alt="mceclip1.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> <h3 data-id="yearly-and-fiscal-years-calendar-year-no">Yearly and Fiscal years (Calendar year: No)</h3> <ul><li>Billings spans from the <em>start date</em> to a year from the start date. </li> <li>Below time period shows the span for the quarterly billing cycle.</li> </ul><div> <div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start</p> </td> <td> <p>10-Aug-2020</p> </td> <td> <p>09-Aug-2021</p> </td> </tr><tr><td> <p>End</p> </td> <td> <p>10-Aug-2021</p> </td> <td> <p>31-Aug-2021</p> </td> </tr></tbody></table><ul><li>The line items are prorated as for the last period as it does not complete a year.</li> </ul></div> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/J32BCT2USTZ2/mceclip6.png" alt="mceclip6.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> <h3 data-id="contract-length">Contract Length:</h3> <p>This setup is used when you want to set up a one-time payment for a contract. You can generate one invoice for the whole period. Fiscal or non- Fiscal will not matter as the period considered will be what is defined in the contract.<a name="token" id="token"></a></p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/UGL68L52KXQZ/mceclip7.png" alt="mceclip7.png" width="800" height="800" class="embedImage-img importedEmbed-img"></img></p> </div> </div> <p>Billing Cycle summary</p> <p>Summarized view for the billing periods are shown below</p> <div> <table title="" border="1" summary="" cellpadding="0" style="border-spacing: 0px;"><tbody><tr><td> <p>Start Date</p> </td> <td> <p>End date</p> </td> <td> <p>Billing Cycle</p> </td> <td> <p>Calendar years</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>A week from the effective date</p> </td> <td> <p>Weekly</p> </td> <td> <p>No</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>A month from the effective date</p> </td> <td> <p>Monthly</p> </td> <td> <p>No</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>A quarter from the effective date</p> </td> <td> <p>Quarterly</p> </td> <td> <p>No</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>A week from the effective date</p> </td> <td> <p>Weekly</p> </td> <td> <p>No</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>A year from the effective date</p> </td> <td> <p>Yearly</p> </td> <td> <p>No</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>End of the effective week Sunday</p> </td> <td> <p>Weekly (Monday to Sunday)</p> </td> <td> <p>Yes</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>End of a particular month</p> </td> <td> <p>Monthly</p> </td> <td> <p>Yes</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>End of the particular quarter</p> </td> <td> <p>Quarterly</p> </td> <td> <p>Yes</p> </td> </tr><tr><td> <p>Service effective date</p> </td> <td> <p>End of the billing year</p> </td> <td> <p>Yearly</p> </td> <td> <p>Yes</p> </td> </tr></tbody></table></div> <p> </p> <p><strong><a rel="nofollow" href="#top">Back to top</a></strong></p> </article> </main>