Set negotiated prices and billing terms for a client

Goal

Record the terms you agreed with one client, so quotes and invoices for that client follow them.

Prerequisites

• The client exists and you have agreed the terms with them.
• Your role can edit clients.
• For a fixed amount discount or a credit limit, you know the currency.
• Consolidated monthly billing needs a plan that includes it (Operations and Scale).
• Ask your accountant before you choose a tax treatment other than the default.

Steps

1. Open Clients and select the client.
2. Select Commercial terms in the client sections.
3. In the Commercial agreement card, select Set up commercial agreement. If an agreement exists, select Edit.
4. Under Discount type, choose Percent or Fixed amount, then enter Discount percent (%) or Discount amount. For a fixed amount, choose the Currency as well.
5. Choose Payment terms and Billing mode. Per booking invoices each booking. Consolidated monthly adds a Billing cycle day (1-28).
6. Choose Payment channel. On account (bank transfer) removes the pay-by-card link from this client's invoices.
7. Optional: enter Deposit (%) and Deposit due (days from acceptance), a Credit limit, a Tax treatment and internal Notes.
8. Select Set up commercial agreement to save a new agreement, or Save changes for an existing one. A Commercial agreement saved message confirms it.

Expected result

The agreement is shown as a summary with a version number. Each save creates a new version. Discounts are applied when new quotes are calculated for this client. A credit limit is a warning only and never blocks a booking. The tax treatment is recorded with new quotes and bookings.

Troubleshooting

• If the form asks you to choose the currency, set Currency. A fixed amount or a credit limit is not valid without its unit.
• If a message says someone else saved new terms, select Load their version, check what changed, and apply your edit again.
• If Save changes is disabled, nothing has changed since the last save.
• If the save is refused for Consolidated monthly, your plan does not include it. Keep Per booking or change plan.
• If the save is refused for card payment, connect Stripe and enable invoice payments first, or choose On account (bank transfer).
• If the client also has billing fields on their profile, the agreement wins. The profile fields only apply when no active agreement exists.
• If you see the Rate card option under Discount type, do not use it yet. Nothing on this screen sets that client's rates.