Smart Elevator / Billing and Accounts
AMC billing that runs
off the contract, not a spreadsheet.
Contract billing cycles, invoices and receipts, GST-ready outputs, payment tracking, dues and collections, and revenue by contract. Built to your specification on the same records as your service operations, and exported cleanly into the accounting stack you already run.
Where the money goes missing
The work gets done.
The billing lags behind it.
In most elevator companies the service record and the billing record are two different things maintained by two different people. Everything that falls between them is revenue you earned and never collected.
Invoices raised late, or not at all
A quarterly AMC falls due while the person who tracks the cycle is on site. Two weeks later it goes out, and the payment slides into the next quarter. Repeat across a few hundred contracts and the working capital gap is permanent.
Extra work never reaches the invoice
A technician replaces a part outside contract scope. The job card records it. The billing spreadsheet does not. The customer is never charged, and nobody notices because the two records were never connected.
Escalation clauses forgotten
The contract says the value rises each year. The invoice keeps carrying the figure from last year because it was copied from the previous one.
Nobody owns the follow-up
Outstanding dues sit in an ageing report that is produced monthly and read by nobody. Collections happen when a client is chased, and clients get chased when someone remembers.
What the module does
Billing built around
contracts and units.
An AMC is a schedule, a value, an escalation clause and a list of units. Once billing reads directly from that, the invoice run stops being a monthly project and becomes a review.
A visit or a chargeable repair recorded on the job card.
Out-of-scope work becomes a billable line without re-entry.
Raised from contract value with escalation and GST applied.
Posted against the invoice so part payments stay visible.
Contract billing cycles
Monthly, quarterly, half yearly, annual or a custom schedule per contract. Cycles run from the contract, so an invoice falls due because the agreement says so, not because a person remembered.
Invoices and receipts
Invoices raised from contract value with escalation applied, addressed to the recorded billing party, listing the covered units. Receipts posted against specific invoices so part payments stay visible.
Ad hoc and repair billing
Chargeable work found during a visit flows from the job card into a billable line. Approved repair quotations become invoices without re-entry, so out of scope work stops being free work.
GST-ready outputs
HSN or SAC codes, place of supply, both GSTINs, correct tax split, and credit or debit notes handled properly. Formatted for filing and for import into your books.
Payment tracking
Every invoice carries its status: raised, sent, part paid, paid, disputed, written off. Bank references and payment mode recorded against the receipt for reconciliation.
Dues and collections
Ageing by client, branch and contract, with an owner on each overdue account, scheduled reminders, and a record of every follow-up so the history survives a change of staff.
The boundary, stated plainly
This complements your books.
It does not replace them.
Statutory accounting belongs in the package your auditor works with. What we build is the operational revenue layer that feeds it, so your accounts team stops re-keying invoices and your service data and your billing data finally agree.
What this module does
- AMC and service contract billing cycles
- Invoice and credit note generation in your formats
- Receipt capture and allocation against invoices
- Dues, ageing and collection follow-up
- Revenue and contract profitability reporting
- Clean exports for your accounting stack
What stays in your accounting stack
- The statutory ledger and chart of accounts
- Trial balance, profit and loss, balance sheet
- Statutory filings and audit workpapers
- Payroll and employee accounting
- Bank reconciliation at the ledger level
- Anything your auditor signs off
Tell us which accounting package you run. We will show you exactly what the export into it looks like.
Book a scoping call →How the handoff works
Four steps from a service visit
to your ledger.
Billing runs here
Cycles, invoices, receipts and chargeable work are generated on the same records as your contracts and service visits.
Mapped to your chart of accounts
Revenue heads, tax heads and customer codes mapped once during the build so exports land in the right place.
Exported on your schedule
Daily, weekly or monthly export files in the format your package imports, or a direct API push where the package supports it.
Your accountant works as before
The statutory books stay in the system your auditor expects. Nothing about compliance changes, and the manual invoice entry disappears.
Reporting
Know which contracts
actually make money.
When billing, service visits, technician hours and parts consumption sit in the same system, contract profitability is a query rather than a two week exercise. That is the number that should set your renewal pricing.
- Contract billing cycles that run from the agreement, not a reminder
- Invoices raised with escalation applied and covered units listed
- Chargeable work flows from the job card to a billable line
- GST-ready outputs with HSN or SAC, place of supply and tax split
- Ageing and collections with an owner on every overdue account
- Clean exports into the accounting stack you already run
Revenue by contract
What each AMC actually brought in over the period, including chargeable repairs booked against it.
Revenue by site and branch
Which buildings and which branches carry the book, and which are shrinking.
Billed versus collected
The gap between what was raised and what has landed, by period and by client.
Contract profitability
Revenue set against visits made, hours spent and parts consumed on the same contract.
Renewal value at risk
The billed value sitting on contracts entering their renewal window in the next quarter.
Ageing and exposure
Overdue balances bucketed by age with the client relationship and service record alongside.
Why RnD Square
Field service software
does not do billing.
Most established elevator products are field service and maintenance tools. They manage tickets and visits well. Billing is usually where the trail stops, so when the invoice needs raising you are back in a separate accounting package, typing in what the service tool already knows.
RnD Square builds that layer for you, to your specification, sitting on the same records as your contracts and service history. The invoice knows which units it covers, which visits were made against them, and which chargeable work is waiting to be billed.
We are an engineering partner, your extended R&D team, and the billing module is one deliverable in a system that also covers IoT hardware, firmware, operations, CRM, ERP and whatever custom workflow your business depends on.
FAQ
Questions we get about billing
Related
The rest of the system.
Bill everything you earned.
Collect what you billed.
Send us your contract types, your invoice formats and the accounting package you use. We will scope a billing module that fits all three.