Billing

Billing overview — how the Billing module works

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. Company Owners and Company Admins always have full access.

Billing placeholders

Use placeholders in product names and invoice descriptions to insert billing dates, quantities, and client details on invoice generation.

Billing settings — defaults, rounding, numbering, email

Configure company-wide billing defaults: time rounding, invoice dates, payment terms, numbering, PDF line grouping, and email delivery.

Client budgets

Set spending caps for clients and track actual usage. Budget by invoice totals, contracts, topics, or projects. Requires the Elite plan.

Connect a client to accounting software

Connect clients to Merit Aktiva, Xero, QuickBooks, e-conomic, and other accounting systems — enter API credentials, test, and sync data.

Create a combined (hourly or per piece) product

Create a product with a fixed base fee plus variable overage — hourly or per-piece — for services with a flat fee and a usage 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 on a variable quantity in a task field — payslips, accounting entries, etc. — with optional tiered pricing.

Create a prepayment invoice

Create prepayment invoices for upcoming billing periods using fixed-price products with period placeholders and a future-dated contract.

Create an hourly-based product

Create a product that bills based on tracked time — set which hours to count, topic filters, minimum billing times, and pricing tiers.

Create and send invoices

Create invoices from Billing or a client Financials tab, add line items, then send by email or export to accounting software.

Create products

Create and manage products (services) in the Billing module for use on contracts and invoices — pricing, tax rates, and units.

Credit notes and corrections

Use a credit note to formally reverse or partially adjust a sent, exported, or paid invoice by creating a new invoice with negative amounts.

Deleting and archiving products

Delete products not used in any contract, or archive contract-linked products to preserve their data and remove them from active selection.

Edit an invoice

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

How topics connect to billing

Task topics link work to invoicing — set billable defaults, map topics to products, and control how they override the company default.

Invoice lifecycle and bulk actions

Invoices move from Draft through Approval, Created, Sent, and Paid. 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.

Manage invoice content and email templates

Customise invoice email templates to control the subject line, language, and body text of the emails and PDFs sent to clients.

Product fields

Set up product fields (articles, resources, cost centers, units, bank accounts) to align invoice rows with your accounting software.

Renewing and updating client contracts

Renew expiring contracts, update terms for a period, bulk-renew across clients, and see how renewals affect already-issued invoices.

Send an invoice in the client's language

Set the client communication language, add product translations, and Uku generates invoices with product names in the client 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 — recurrence, invoice date, and service rows pre-filled.

Set up billing debt reminders

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

Set up billing under a parent company

Link a subsidiary to its parent company so invoices generate under the parent — optionally merged into one consolidated invoice.

Set up contracts

Create and configure client billing contracts — define services, billing frequency, invoice date, pricing, and per-client settings.

Set up task-triggered products

Create products that only bill when a task field is filled in — checkbox or number for fixed-price services, price-type for disbursements.

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.