Billing Client & Contact Fields Reference

Billing Client and Billing Client Contact fields allow you to display information about the Billing Client associated with supported WorkGuru transactions. These fields are useful where the organisation responsible for billing is different from the Client associated with the work.They can display information such as:

• Billing Client Fields
  • Billing Client Information
  • Billing Client Address
  • Billing Client Contact Details
  • Billing Client Credit Information
• Billing Client Contact Fields
  • Billing Client Contact Name
  • Billing Client Contact Details

Document Compatibility

Billing Client and Billing Client Contact fields are available to be used on the following supported client facing document types:

• Leads - see Lead Document Templates
• Quotes - see Quote Document Templates
• Stock Sales - see Stock Sales Document Templates
• Projects - see Project Document Templates
• Assets - see Asset Document Templates
• Project Groups - see Project Group Document Templates

Note for Invoice and Credit Note document templates: An important distinction exists between Billing Client and Billing Client Contact compatibility on Invoice and Client Credit Note templates. When you raise an invoice or client credit note from a stock sale or a project, their billing client and contacts become the standard client and contacts on the invoice or client credit note.  When building an invoice or credit note template, use the Client fields supported by the document type rather than the Billing Client fields. Refer to the Invoice Fields Reference and the Credit Note Field Reference for more information.

Billing Client and Billing Client Contact fields are Universal Fields, which means they can be placed directly within supported document templates and do not need to be inside a repeating table. Merge fields are case sensitive and must be entered exactly as displayed below.

Billing Client Fields

Billing Client Information

Billing Client Address

Use these fields to display the Billing Client’s address.

These fields can be combined to create a formatted Billing Client address.

For example:

[BillingClientAddress1]

[BillingClientAddress2]

[BillingClientSuburb] [BillingClientState] [BillingClientPostcode]

Depending on your address format, [BillingClientCity] can be used instead of or alongside [BillingClientSuburb].

Billing Client Contact Details

The Billing Client’s general contact information can be displayed using:

These fields relate to the Billing Client organisation itself. To display information about a specific Billing Client Contact, use the Billing Client Contact fields later in this article.

Billing Client Credit Information

These fields display the credit information recorded against the Billing Client. They can be useful on internal financial and operational documents where the Billing Client’s credit arrangements need to be visible.

Billing Client Contact Fields

Billing Client Contact fields display information about the contact associated with the Billing Client. These fields are separate from the general Billing Client email and phone fields. For example:[BillingClientPhone] displays the phone number associated with the Billing Client organisation. Whereas: [BillingClientContactPhone1] displays the primary phone number associated with the Billing Client Contact.

Billing Client Contact Name

Use [BillingClientContactFullName] when you want to display the Contact’s complete name. Use the First Name and Last Name fields separately where your document layout requires more control over how the name is displayed.

Billing Client Contact Details

Billing Client Contact fields can be combined to create a billing contact section.

For example:

Billing Contact

[BillingClientContactFullName]

[BillingClientContactPosition]

Email: [BillingClientContactEmail]

Phone: [BillingClientContactPhone1]

Mobile: [BillingClientContactPhone2]

Client vs Billing Clients & Contacts

The Client and Billing Client can represent different organisations on the same WorkGuru transaction. This allows operational and billing contacts to appear separately on the same document.

This distinction is useful where:

• One Client is responsible for the work. (The Client)
• Another Client is responsible for receiving or paying the Invoice. (The Billing Client)

For example, a Project may be completed for:

Site Client: ABC Construction

while the Billing Client is:

Billing Client: ABC Construction Holdings

In this situation, Client fields display ABC Construction’s details, while Billing Client fields display ABC Construction Holdings’ details.

Example Client and Billing Client Section where the Client and Billing Client are different, both can be displayed:

Client

[ClientName]

[ClientAddress1]

[ClientAddress2]

[ClientSuburb] [ClientState] [ClientPostcode]

Bill To

[BillingClientName]

[BillingClientAddress1]

[BillingClientAddress2]

[BillingClientSuburb] [BillingClientState] [BillingClientPostcode]

This makes it clear which organisation the work relates to and which organisation is responsible for billing. For a complete list of Client fields, see the Client and Client Contact Fields Reference.

Client Custom Fields

Custom fields can also be included where they are available to the applicable transaction type.

Use Custom followed by the custom field name.

For example, if you have a Client custom field called:

AccountNumber

the merge field would be:

[CustomAccountNumber]

Custom field availability depends on the custom field configuration and the document type being generated.

For more information, see the Custom Fields Guide.

Troubleshooting

Billing Client Fields Are Blank

Check that:

• A Billing Client has been assigned to the transaction.
• The required information has been entered against the Billing Client.

Merge Fields Appear Instead of Values

If fields such as [BillingClientABN] or [BillingClientContactFullName] appear instead of their values, check:

• Merge field spelling
• Capitalisation
• Document compatibility
• That the merge field includes both square brackets
• Merge fields are case sensitive.