Billing overview — how the Billing module works
A complete overview of the Billing module — products, contracts, invoices, credit notes, tax setup, permissions, and accounting integrations.
Billing
Products, contracts, invoices, credit notes, VAT, and parent-company billing.
All articles
Section titled “All articles”Billing permissions and settings
Configure invoice permissions for Company Members, PDF grouping, numbering, time rounding, default dates, and email delivery — all from Settings & Apps > Billing > Settings.
Billing placeholders
Use placeholders in product names, contract rows, and invoice descriptions to automatically insert billing period dates, workload quantities, and client details when invoices are generated.
Credit notes and corrections
Use a credit note to formally reverse or partially adjust a sent, exported, or paid invoice. A credit note is a new invoice with negative amounts that creates a proper accounting trail.
Deleting and archiving products
Remove outdated products from active use. Products not used in any contract can be permanently deleted. Products used in existing contracts must be archived to preserve contract data.
How to connect a client to accounting software
Connect individual clients to Merit Aktiva, Xero, QuickBooks, e-conomic, and other accounting systems — enter API credentials, test the connection, and sync data into client summaries.
How to create a combined (hourly or per piece) product
Create a product with a fixed base fee plus variable overage pricing — either hourly or per-piece — for services with a set monthly fee and a usage-based component.
How to create a fixed price product
Create a fixed price product for services invoiced at the same amount every billing period, such as monthly bookkeeping fees.
How to create a per-piece-based product
Create a product that bills clients based on a variable quantity entered in a task field — such as payslips or accounting entries — with optional tiered pricing ranges.
How to create a prepayment invoice
Create prepayment invoices for upcoming billing periods by setting up fixed-price products with period placeholders and a client contract dated to the future period.
How to create a product for additional services
Create a product for services that should only be invoiced when ordered or completed — not on every recurring billing period — by using a task field to trigger invoicing.
How to create a product for disbursement fees
Create a product that passes through variable fees paid on behalf of clients — such as government filing fees — by sourcing the price from a Price-type task field.
How to create an hourly-based product
Create a product that bills clients based on tracked time. Configure which hours to count, set topic filters, define minimum billing times, and add tiered pricing.
How to create and send invoices
Create invoices from the Billing page or a client's Financials tab, fill in header details and line items, finalise with Create invoice, then send by email or export to your accounting software.
How to create products
Create and manage products (services) in the Billing module so they can be used on client contracts and invoices. Products define pricing, tax rates, and units for your recurring and one-time services.
How to edit an invoice
Edit invoice details and line items, and understand why edit access may be unavailable — including how to grant the correct permissions.
How to find and manage missed billing
Use the Missed Billing report to detect billable work that was never invoiced — tracked time and custom field quantities from locked billing periods — and reclaim it into a future period.
How to manage invoice content and email templates
Customise invoice email templates in the Billing app to control the subject line, language, and body content of the emails and PDFs sent to clients.
How to send an invoice in the client's language
Set the client's communication language, add product translations, and Uku automatically generates invoices with product names in the client's preferred language.
How to send invoices from your own domain
Configure an email account in Uku so invoices are sent from your company's own email address instead of a generic Uku address.
How to set up and use contract templates
Create reusable billing contract templates and apply them to one or many clients at once. Learn how templates work, how to manage the template link, and which placeholders are supported.
How to set up billing debt reminders in Uku
Activate and configure automatic overdue invoice reminders — up to three escalating email reminders — with customisable timing, content, and per-client opt-out.
How to set up billing under a parent company
Link a subsidiary client to its parent company and configure billing so invoices are generated under the parent. Optionally merge all subsidiary invoices into one consolidated parent invoice.
How to set up contracts
Create and configure client billing contracts in Uku — define which services you provide, billing frequency, invoice date, pricing, and per-client settings. Use templates to apply the same structure across many clients.
How to use client budgets
Set spending caps for clients and track actual usage against them. Create budgets by invoice totals, contracts, topics, or projects. Get automatic notifications when costs approach the threshold.
How to use product fields
Set up and manage product fields (articles, resources, projects, cost centers, units, bank accounts) in the Billing app to categorize invoice rows and keep them in sync with your accounting software.
How topics connect to billing
Learn how task topics flow into invoice line items — setting billable defaults per topic, mapping topics to products, and how the topic-level billable setting overrides the company default.
Invoice lifecycle and bulk actions
How invoices move from Draft through Approval, Created, Sent, and Paid — plus how to void, restore, and process multiple invoices at once with bulk actions.
Invoice templates and formatting
Edit PDF and email invoice templates, configure seller profiles with your company logo, and set invoice numbering and line grouping from Settings & Apps > Billing.
Renewing and updating client contracts
How to renew expiring contracts, update terms for an existing period, bulk-renew across many clients, and understand how renewals affect already-issued invoices.
Tax and VAT setup
Configure tax rates for invoices, set up reverse charge for EU cross-border services, and bulk-update VAT rates when legislation changes — from Settings & Apps > Billing > Setup > Taxes.
What to do when invoices don't appear under the parent company
Subsidiary invoices not appearing under the parent company usually means Invoice to parent company was not enabled before the invoice was created. Enable the setting and void-and-restore the invoice to regenerate it.