When running a business, change is the only constant, and you need to be able to bill a client even if it’s outside of the agreement's scope.
This article will walk you through two options for dealing with out-of-scope charges.
Watch our video for a visual walkthrough.
What’s in This Article?
Add a charge
It is possible to charge these using the 'Add charge' option, but your client will be required to approve the charge.
Since your client initially agreed to this service when accepting the agreement, asking them to approve something a second time might cause some frustration.
Add an ‘Out of scope’ service to proposals
Another way to deal with such a case is to set up an ‘Out of Scope’ service in a proposal that includes a pre-approved cap for billing. As long as the service and cap were approved by your client, you can charge up to that cap.
An ‘Out of Scope’ charge can be used for many purposes - the cost of additional software, the cost of a missed service, etc. It is important that you state the options in the service description for maximum clarity with your client.
Here is how to set it up
Start by building the template on your Service page as follows:
Service details
Add new service
Give it in a name that your client understands, such as ‘Miscellaneous’ or ‘Out of scope’
In the description, state exactly what this charge can include
The billing cycle can be set to monthly, so you can bill missed charges any month needed
Set the pricing to be ‘per units’
In the unit name, call it ‘dollar, and set its price to 1
The billing trigger will be set to manual, so it won’t charge your client unless you fill it out
Add the 'Miscellaneous Charges' service to future proposals so you're covered!