Billing

Billing overview — how the Billing module works

A complete overview of the Billing module — products, contracts, invoices, credit notes, tax setup, permissions, and accounting integrations.

Billing permissions

Five permission toggles control what Company Members can do in Billing — view contracts, create invoices, manage products, and send invoices. Company Owners and Company Admins always have full access.

Billing placeholders

Use placeholders in product names, contract rows, and invoice descriptions to automatically insert billing period dates, workload quantities, and client details when invoices are generated.

Billing settings — defaults, rounding, numbering, email

Configure company-wide billing defaults: time rounding, invoice dates and payment terms, invoice numbering, PDF line grouping, and email delivery from Settings & Apps > Billing > Settings.

Client budgets

Set spending caps for clients and track actual usage against them. Create budgets by invoice totals, contracts, topics, or projects. Get automatic notifications when costs approach the threshold.

Connect a client to accounting software

Connect individual clients to Merit Aktiva, Xero, QuickBooks, e-conomic, and other accounting systems — enter API credentials, test the connection, and sync data into client summaries.

Create a combined (hourly or per piece) product

Create a product with a fixed base fee plus variable overage pricing — either hourly or per-piece — for services with a set monthly fee and a usage-based component.

Create a fixed price product

Create a fixed price product for services invoiced at the same amount every billing period, such as monthly bookkeeping fees.

Create a per-piece-based product

Create a product that bills clients based on a variable quantity entered in a task field — such as payslips or accounting entries — with optional tiered pricing ranges.

Create a prepayment invoice

Create prepayment invoices for upcoming billing periods by setting up fixed-price products with period placeholders and a client contract dated to the future period.

Create an hourly-based product

Create a product that bills clients based on tracked time. Configure which hours to count, set topic filters, define minimum billing times, and add tiered pricing.

Create and send invoices

Create invoices from the Billing page or a client's Financials tab, fill in header details and line items, finalise with Create invoice, then send by email or export to your accounting software.

Create products

Create and manage products (services) in the Billing module so they can be used on client contracts and invoices. Products define pricing, tax rates, and units for your recurring and one-time services.

Credit notes and corrections

Use a credit note to formally reverse or partially adjust a sent, exported, or paid invoice. A credit note is a new invoice with negative amounts that creates a proper accounting trail.

Deleting and archiving products

Remove outdated products from active use. Products not used in any contract can be permanently deleted. Products used in existing contracts must be archived to preserve contract data.

Edit an invoice

Edit invoice details and line items, and understand why edit access may be unavailable — including how to grant the correct permissions.

Find and manage missed billing

Use the Missed Billing report to detect billable work that was never invoiced — tracked time and custom field quantities from locked billing periods — and reclaim it into a future period.

How topics connect to billing

Learn how task topics flow into invoice line items — setting billable defaults per topic, mapping topics to products, and how the topic-level billable setting overrides the company default.

Invoice lifecycle and bulk actions

How invoices move from Draft through Approval, Created, Sent, and Paid — plus how to void, restore, and process multiple invoices at once with bulk actions.

Invoice templates and formatting

Edit PDF and email invoice templates, configure seller profiles with your company logo, and set invoice numbering and line grouping from Settings & Apps > Billing.

Manage invoice content and email templates

Customise invoice email templates in the Billing app to control the subject line, language, and body content of the emails and PDFs sent to clients.

Product fields

Set up and manage product fields (articles, resources, projects, cost centers, units, bank accounts) in the Billing app to categorize invoice rows and keep them in sync with your accounting software.

Renewing and updating client contracts

How to renew expiring contracts, update terms for an existing period, bulk-renew across many clients, and understand how renewals affect already-issued invoices.

Send an invoice in the client's language

Set the client's communication language, add product translations, and Uku automatically generates invoices with product names in the client's preferred language.

Send invoices from your own domain

Configure an email account in Uku so invoices are sent from your company's own email address instead of a generic Uku address.

Set up and use contract templates

Create reusable billing contract templates and apply them to one or many clients at once. Learn how templates work, how to manage the template link, and which placeholders are supported.

Set up billing debt reminders

Activate and configure automatic overdue invoice reminders — up to three escalating email reminders — with customisable timing, content, and per-client opt-out.

Set up billing under a parent company

Link a subsidiary client to its parent company and configure billing so invoices are generated under the parent. Optionally merge all subsidiary invoices into one consolidated parent invoice.

Set up contracts

Create and configure client billing contracts in Uku — define which services you provide, billing frequency, invoice date, pricing, and per-client settings. Use templates to apply the same structure across many clients.

Set up task-triggered products

Create products that bill only when specific work is done — additional services tied to a checkbox or number field, or disbursement fees with a price-type field that carries the actual amount.

Tax and VAT setup

Configure tax rates for invoices, set up reverse charge for EU cross-border services, and bulk-update VAT rates when legislation changes — from Settings & Apps > Billing > Setup > Taxes.