Bill the Month Just Finished

Set First billing month to the first month OpsVara should bill. Months before it get no invoice slot at all, even though service — and scheduling — start on the contract's start date.

With Bill for set to the month just finished, the invoice that goes out on December 1 is for November's service, so the plan slot keeps November as its name and shows the billing date beside it — "Monthly billing 2026-11 (billed 2026-12-01)".

Yes. A contract billing the month just finished drafts its last month on the next billing day after the term ends, even though the contract reads Completed or Expired by then.

The new term's monthly invoices do. On a plan that bills the month the invoice goes out in, each invoice is drafted on the billing day, before that month's visits, so it carries the add-ons and chemicals of the weeks before it. December's invoice cannot carry December's own work, so the next invoice of the renewed term adds it at the old term's prices, with the month on each line — "Salt Cell Acid Clean (December 2026)" — and the draft's internal note says "Includes work from the previous term". An invoice that carries such lines is never sent automatically. Automatically Send Draft Invoices, a contract that sends its scheduled invoices and a Send Draft Invoices campaign all leave it a draft, and it shows "This invoice includes work from the previous term — review it, then send it yourself." until you click Send To Customer. An invoice of the new term that carries nothing from the old one is sent as usual. A December visit that syncs after the January invoice is drafted is added to February's. Only add-ons that are billed when performed and chemicals billed on usage are added; an add-on that is part of the monthly price is already on the monthly invoices and is not charged again. Only the end of the old term is looked at — its last month and the month before it, for a visit that synced late. Older work of the old term that is on no invoice is never added automatically; the first invoice of the new term says so in its internal note ("Not on this invoice"), so you can invoice it from its jobs if it was not billed another way. A visit you already invoiced from its job is not added again, and an archived or cancelled previous term is not billed this way. Plans that bill the month just finished are not affected, because their December invoice is drafted in January and already carries December's work.

On a contract that bills the month the invoice goes out in, the last invoice is drafted before the last month's visits, so their add-ons and chemicals are on no invoice. Once the contract reads Completed, the office gets one notification, "Ended contract has unbilled add-ons or chemicals", and the contract page shows Add-ons and chemicals not yet invoiced with each line, the month it was done and the total before tax. Click Create Final Invoice to make one draft with those lines at the contract's prices. It is a draft for you to review, and nothing is sent. It shows "This invoice includes work from the previous term — review it, then send it yourself." and is left out of every automatic send and of Send Draft Invoices campaigns until you send it. The list holds add-ons billed when performed and chemicals billed on usage from the contract's last month and the month before it; an add-on that is part of the monthly price is not listed, and older work that is on no invoice is not added (the draft's internal note says when there is some). A visit you already invoiced from its job is left out, and a second click finds nothing left to bill. Contracts that bill the month just finished do not need this, because their last invoice is drafted after the term ends.

Not by itself — once a contract is archived, cancelled or paused, its billing day no longer drafts anything. So when you archive a contract that bills the month just finished and a month that has started is not billed yet, OpsVara asks first and lists each month with a checkbox and an estimated amount. Tick the months to bill. A month that has ended starts ticked. A month still in progress on a flat price always starts unticked and reads "in progress — ticking bills the full month"; tick it if the customer owes the full month. A month in progress with completed per-visit visits starts ticked. If an earlier month already has its invoice and its late visits can only go on the invoice of that month in progress, the earlier month starts unticked too and reads "already invoiced — its 2 late visits go on the invoice for October 2026; tick both to bill them". Bill It Now, Then Archive creates a draft for each ticked month (nothing is sent), then archives; a month left unticked is not billed and is noted on the customer's activity. With nothing ticked the button reads Archive Without Billing, which archives and leaves a note on the customer's activity that the months were left unbilled. Contracts billing the month the invoice goes out in archive as before.

On the billing day, once the month has ended in your time zone (early morning in US time zones) — the Company time zone under Settings → Company. Invoices for the month they go out in are drafted just after midnight UTC, as before.

Only when its start date (or First billing month, when later) is in this month, on a contract that bills the month the invoice goes out in. The automatic run drafts a month only on its billing day, just after midnight UTC (the evening before in US time zones), so a contract created after that run — a mid-month signup, or one created during the billing day itself — gets this month's invoice drafted the moment it is created, whether from a signed quote, New Contract or the onboarding import. It is a draft with a note saying why, never sent automatically, and the office gets a notification — one per contract for a signed quote or New Contract, and one for the whole run for an onboarding import ("Import created 200 contracts. 200 invoices for October 2026 were drafted for review."). If the start date (or First billing month) is in an earlier month — a backdated start, or a quote with blank dates, whose term starts January 1 — nothing is drafted, this month included, and nothing will draft this month later. A signed quote or New Contract sends the office a notification saying this month was not invoiced; the onboarding import does not, so set First billing month on the rows that should bill this month. Create the months the customer owes for with + Create Invoice; its amber note counts the periods already past. A contract held for a billing check drafts nothing; when it starts billing this month, clearing the check offers this month. Contracts that bill the month just finished are not affected; they bill this month on next month's billing day. If the draft cannot be made, the notification says so; create it with + Create Invoice.

Planned monthly invoices whose new billing day has already passed. Moving the billing day or First billing month can list them too. The automatic runs only draft a month on its billing day, so they will not come back for these. Click Create now on each month that still needs an invoice, or leave it if the month was billed another way.

The contract has a Per visit (billed monthly) row. A per-visit month can only be counted once it has ended, so those plans always bill the month just finished. Remove the row or change its Price is to unlock it.

No. The company default is what a new contract starts from. An existing contract keeps whatever its own Invoice Options say until you edit them.

The monthly invoices split the total, and the months before the first billing month get no invoice. A $1,200 term from September to August billed from November has ten invoices, so each is $120, not $100. A Per month price already totals only the billed months, so its installment is the monthly rate — $355 a month billed for November and December is a $710 total and a $355 installment. A Per visit (billed monthly) total is a forecast of the billed months' visits, so its installment is the average forecast month; each invoice bills the visits actually completed.

No. Add-ons and chemicals from visits completed before the first billing month were billed wherever the customer paid for those months, so no monthly invoice picks them up. The visits stay unbilled on their jobs; invoice one from its job if it does need billing. Visits are dated on your company's calendar (Settings, Company time zone), so a visit checked out on the evening before the first billing month belongs to the earlier month, and one checked out on the morning of the 1st is billed. A contract without a first billing month bills unbilled work back to its start date, as before.