How to create a product for additional services?
TL;DR: Create a product for additional services that should only be invoiced when ordered or completed (not every billing period), by using a task field to trigger invoicing.
Who can do this
Users with Manager or Admin permissions
The Billing app must be activated for your company account
Access to the Products section and Custom Fields settings in Uku
Overview
Some services should not be charged every billing period, but only when they are ordered or when the work is finished. For example, annual accounts should only be charged once they are completed, not as a recurring monthly item.
Step 1: Create a task field
First, create a task field that will act as the trigger for invoicing. When this field is marked on a task, it indicates that the service should be added to the invoice.
Navigate to Custom Fields in your settings.
Create a new task field (e.g., a checkbox or number field depending on your use case).
Give the field a descriptive name (e.g., "Annual accounts completed").
Save the field.
Step 2: Create the product for additional services
Navigate to the Products section.
Select + Add product to create a new product.
Enter a name for the product (e.g., "Annual accounts").
Configure the pricing (fixed price, per piece, or hourly as needed).
Link the product to the task field you created in Step 1, so the product is only invoiced when the field is filled in or checked.
Save the product.
How it works
When the task field value is set on a task (e.g., a checkbox is marked or a number is entered), the system recognizes that this additional service should be included on the next invoice. The service will not appear on invoices for periods where the task field is empty or unchecked.
Example: To charge for annual accounts only when the work is finished, create a task field called "Annual accounts completed." When the accountant marks this field on the task, the product is automatically queued for the next invoice.
Troubleshooting
The additional service appears on every invoice: Verify that the product is configured to bill based on the task field, not as a recurring fixed-price item. The product should only be triggered when the field value is set.
The service does not appear on the invoice even though the task field is filled in: Check that the product is correctly linked to the task field in the product configuration. Also verify that the product is included in the client's billing contract.
The task field is not available when configuring the product: Make sure the task field has been created and saved in Custom Fields before attempting to link it in the product settings.
