Documentation

Billing Admin

This section covers the company-wide configuration that shapes how SecurityTrax bills your customers — the catalogs invoice line items pick from, the payment-term presets, sales-tax settings, tech service categorization, and optional add-ons you sell to customers.

Not to be confused with Account Management, which is about your company's subscription to SecurityTrax. Different page, different purpose.

Each of the sub-areas below reaches from its own card on the Admin index. They're collected here because they share the "billing setup" theme.

Invoice Billable Items

Requires. Invoices with View.

Routes: admin.invoice-billable-items.{index, create, edit}.

The catalog of reusable invoice line items — equipment charges, labor rates, service fees, activation fees. When your team creates an invoice, they pick line items from this list rather than typing each one fresh every time.

Edit form

Field Required? Type Validation Notes
Name Yes Text Unique What appears on invoices.
Default unit price Yes Decimal ≥ 0 Can be overridden per invoice.
Taxable No Checkbox — Whether sales tax applies.
Accounting category Optional Select — Drives mapping in QuickBooks / NetSuite sync.
Description Optional Text — Additional detail shown on the invoice PDF.
Status Yes Select Active / Inactive —

Sync from Equipment

Requires. Invoices with Create.

Equipment items normally create and update their matching billable items automatically as you save equipment. The Sync from Equipment button on the list page is a manual catch-up: it creates a billable item for any active equipment that's missing one and updates existing equipment-linked items to match the equipment's current name, price, and status.

The button only appears when at least one active equipment item is out of sync — if everything already matches, there's nothing to do and the button stays hidden. Use it to backfill after enabling equipment, or to repair drift if equipment was changed while automatic syncing was turned off for your company.

Invoice Terms

Requires. Administration Page.

Routes: admin.invoice-terms.{index, create, edit}.

The catalog of payment-term presets for invoices. Common examples: Net 15, Net 30, Due on Receipt, 2/10 Net 30 (discount if paid early).

When your team creates an invoice and picks a term, SecurityTrax auto-computes the due date from the invoice date plus the term's "days to due" value.

Edit form

Field Required? Type Validation Notes
Name Yes Text Unique Picker label on the invoice form.
Days to due Yes Number ≥ 0 Added to the invoice date to compute due date.
Discount % Optional Decimal ≥ 0 Early-pay discount rate.
Discount days Optional Number ≥ 0 Window (days after invoice date) to qualify for the discount.
Description Optional Text — What shows on the invoice PDF.
Status Yes Select Active / Inactive —

Sales Tax Settings

Requires. Sales tax support must be enabled for your company, plus Sales Tax Settings Management with View. Saving changes requires Modify.

Route: admin.sales-tax-settings.index.

Configure the sales-tax tables SecurityTrax uses when generating invoices. Tables can vary by state, city, and special tax district. Each table row specifies a jurisdiction rule and a tax rate, with an effective-from date to handle rate changes over time.

Sales tax is looked up by customer service address at invoice time. The total tax rate applied to an invoice is the sum of every matching table row (state + city + district).

Typical configuration

For each state your company operates in:

  1. Add a state-level rate entry (e.g. TX = 6.25%).
  2. For each city, add a city-level rate entry if applicable.
  3. For special districts (MUD, transit authority, etc.), add specific entries.
  4. Set effective-from dates for rate changes so SecurityTrax uses the right rate at invoice time.

Service Detail Types

Requires. Appointment Detail Type - Full Control.

Routes: admin.service-detail-types.{index, create, edit}.

Categorization for tech service details — subtypes of service calls ("Panel Replacement", "Sensor Troubleshoot", "Firmware Update") that appear on work orders and service invoices. Drives both billing category (which rate applies) and reporting ("how many panel replacements did we do this quarter?").

Edit form

Field Required? Type Notes
Name Yes Text The detail type.
Parent service type Yes Select Which top-level service type this is a sub-type of.
Billing rate Optional Decimal The rate when this detail type is billed.
Status Yes Active / Inactive —

Additional Services

Requires. Administration Page.

Route: admin.additional-services.index.

An overview page listing every add-on service your company offers customers — extra cameras, cloud video storage, professional monitoring upgrades, recurring warranties. Customers can opt into these as recurring add-ons to their monitoring contract.

Each service has a name, recurring price, one-time setup fee (if any), and a description. The list on this page feeds the "add-on" picker shown when editing a customer's recurring invoice.

Step-by-step: setting up for a new service line

When your company introduces a new service (e.g. professional video review):

  1. Add billable item(s) in Invoice Billable Items: "Professional Video Review — Monthly" at your recurring rate, "Professional Video Review — One-Time Setup" if applicable.
  2. Add a service detail type in Service Detail Types for the new category.
  3. If it's an add-on customers opt into, add it to Additional Services.
  4. If taxable, confirm it's flagged Taxable on the billable items.
  5. Test by creating a test customer and adding the new items to an invoice.

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