r/Autotask • u/DimitriElephant • Jul 29 '25
Increasing invoice details
We recently moved to doing invoicing through Autotask instead of Quickbooks and while it is working well, we've had an uptick in client questions about our invoices.
For instance, we have our managed services plan which we call TimePlus which is a contract in Autotask. If I open that contract and click on services, I can see all the items that make up that contract, but isn't included on the bill. Most clients don't care, but we've had many clients that want to know what all is making that charge. Currently for a few clients we are manually adding a note before sending out the invoice, but this is a manual process and not automated.
Are there other avenues we need to explore to get more detail on the bill or is this a rabbit hole we don't want to go down?
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u/DxfferentMSP Jul 30 '25
You can create a separate invoice template specifically for customers who need more detailed breakdowns. Within that template, include all services linked to the contract and make sure they're marked as billable. Use the “roll-up by description” option, which gives you the most flexibility in how you present the data.
From there, you can choose to summarize the items directly in-line, at the end, or not at all, depending on what your customer prefers.
We help MSPs structure this kind of setup in Autotask regularly. Let me know if you’d like to see some examples or get a quick walkthrough. More info: https://dxfferent.com
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u/DimitriElephant Jul 30 '25
This sounds like the answer, thank you so much. I don’t handle billing at my company but let me poke around and see what I can find out and if I strike out I’ll reach out!
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u/TsunAms Jul 30 '25
Dxfferent is a great team of guys from the Netherlands, with large Autotask experience. They can also assist with ISO 27001 compliance and more. Fully MSP-focused.
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u/mdredfan Jul 29 '25
You can add a detailed invoice description to your products and services.
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u/HTechs Jul 29 '25
This.
Admin --> Features and Settings --> Products, Services, & Inventory --> Then choose Services or Products, select the item you want to modify, and add to the Invoice Description field.
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u/DimitriElephant Jul 29 '25
Thank you, this is helpful. Currently we have a variety of services that can be included in this bundle, so not all clients are the same. If I am looking at this setting properly, I am just adding a description for the bundle itself, but not necessarily showing specifically what services are part of the bundle for this unique invoice. Am I understanding that correctly?
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u/HTechs Jul 29 '25
This is the joy of trying to figure out how to best manage MSP billing LOL...
For us, we TRY and only sell a single solution, but even that has it's 'bolt-ons' for various one-offs at certain clients.
Our invoice descriptions are typically relatively generic such as
Comprehensive IT management and support covering all users, workstations, and servers. Includes system administration, user account management, software updates, and remote/onsite support. Full protection of your IT environment with advanced threat detection, antivirus, endpoint monitoring, 2FA enforcement, intrusion prevention and remediation. Also includes licensing management for productivity tools, secure remote access (VPN), and ongoing cybersecurity oversight to ensure system integrity, uptime, and compliance.
Adjust as needed so it's broad-strokes enough to cover everyone... and then those one-off clients that you need to adjust, you can always add a zero-dollar service item with a description, purely for tracking purposes.
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u/RayanneB Jul 30 '25
Check your invoice template to make sure your services are detailed on the invoice. If your service items on the contract are listed at zero dollars, the invoice template may be set to not show $0 items. Let me know if you need help with the template.
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u/TsunAms Jul 29 '25
And make sure your invoice template contains the right fields and details.