Bill work to guests or owners

A finished job can carry two kinds of money: what it cost you, and what someone should be charged for it. Accommador keeps the two apart, and the rule that separates them is worth learning once: extras bill, hours cost.

Extras bill, hours cost

A job's lines come in two kinds:

• Billable lines are items from your extras catalogue — a fixed-price turnaround clean, a gas bottle, an hour of maintenance labour. Each bills quantity times the item's price.
• Cost lines are the hours worked (at the person's cost rate) and parts bought. They feed what the job cost you, and your margin — and charge nothing.

Hours never bill on their own. A fixed-price clean charges the same whether it took forty minutes or two hours — the price is the item's, not the clock's. Genuinely hourly work is simply an hourly-priced catalogue item whose quantity is the hours. One rule, and no surprises on anyone's bill.

Set the charges once, on the job type

A task definition can carry default billing lines, attached to every job it generates — and they can differ per room type, so one "Turnaround clean" definition can bill each boat at that boat's own price. Prices are locked onto the job when the line is attached: repricing the catalogue later never changes what an already-recorded job charges.

Who pays, and where it lands

Each job type says who's billed — the guest, the room's owner, nobody — or leaves the decision to completion time.

• Guest-billed work lands on the booking as an extra: it joins the balance, checkout and Xero exactly like any other extra. See extras in Xero.
• Owner-billed work becomes a charge on the room owner's ledger and is deducted on their next statement. See owner charges.

The Task Billing screen

Accounting → Task Billing is the money queue: finished jobs that haven't been billed yet, each showing who pays, what it cost, and a preview of what it will charge. Most jobs pass through with no attention — billing runs overnight, the day after a job is completed, so there's a full day for counts and costs to land first. The queue is for the rest:

• Nobody's decided who pays. The most common one — staff completed a "decide when it's done" job. Pick guest, owner or nobody, and it bills on the next run.
• The price needs a human. Override a line's charge for this one job; the override wins over everything.
• It can't wait. Bill a job now instead of overnight.

A job that prices to zero closes itself — the turnaround where no bottles were used never turns up as something for you to review.

Staff, prices and counts

Staff record what happened, not what it costs: minutes and quantities, with prices hidden and filled in on your side. Where you've flagged a catalogue item as staff-counted, the person on the job records the number used — "2 bottles", never a dollar figure — and a count left at zero simply doesn't bill. Someone who quotes for a living can be marked pricing-visible and see and set sell prices. And once a job is billed, its lines lock: money that has moved is never silently edited. See the staff portal for their side of it.