Bill Chemicals Used on Invoices

When this is on, completed jobs roll chemical-log usage onto the customer's monthly contract invoice — or onto an invoice of its own, when the contract asks for one. It is off by default — turn it on when the service rate does not already include chemicals. Inventory is included on Crew and up; Launch does not include Inventory.

1. 1

   Turn it on

   Go to SettingsChemical Billing and check Bill Chemical Usage on Monthly Invoices.

2. 2

   Choose how chemicals are priced

   Default Pricing Mode is Flat sell price or Cost plus markup %. If you chose markup, set Default Markup % (the screen defaults to 25). You can still override per product under Inventory.

3. 3

   Tax and how lines look

   Taxable on invoices (unless an item is marked non-taxable) is on by default. Invoice Line Style is Itemized (one line per product) or Summary (single line per month).

4. 4

   Price the products you use most

   On each inventory item, set Chemical Billing to flat, markup, or inherit the tenant default. A product with no resolvable sell price is logged but does not bill.

A plan can override the tenant switch. On the contract, Bill Chemical Usage can be inherit, on, or off. Check that under Sales and BillingContracts if one customer should stay flat-rate.

Techs log chemicals on Dose Plan in the visit wizard (not Parts Used — that is baskets, cords, and hardware). A chemical logged under Parts Used is billed and taken off stock on top of the Dose Plan amounts, so a product already on the Dose Plan must not be logged there again. The sell price is stamped when they log the product, so a later markup change does not rewrite last month's invoice.

The same switch decides whether a part logged on a one-off repair is billed beyond its quote. Each row on the tech's Parts Used list says On the quote, Will be billed or Not billed; see Quote and Invoice an Equipment Repair.

Give a customer their own chemical prices

Some customers have negotiated prices: Garden Creek HOA pays $10.50 a gallon for chlorine and $3.25 a pound for tabs, whatever your list price is. Set those on the contract.

1. 1

   Open the contract's Invoice Options

   Open the contract under Sales and BillingContracts. On the Invoice Options card, under Bill Chemical Usage, find Chemical Prices. With none set it reads "No chemical prices on this contract — every chemical bills at its list price."

2. 2

   Add a price

   Click Add Chemical Price and type at least two letters of the item's name. Each item in the list shows its unit and its list price, for example "Liquid Chlorine (gal) · List $8.75 / gal". Pick it, enter the customer's price per that unit, and click Save.

3. 3

   Check the list

   Each row shows the item, its unit, its list price ("List $8.75 / gal") and the contract price. Change edits a price; Remove takes it off, and the item bills at its list price again.

How a contract price bills:

• Where. On every invoice the contract drafts — the monthly invoice, + Create Invoice, invoices made when visits are completed, Create Final Invoice — and on an invoice made from a job that is linked to the contract (New Invoice → From a Job). Chemicals without a contract price bill at their list price, as before.
• Per the item's unit. The price is per the unit on the inventory item: per gallon, per pound, per fluid ounce. Up to four decimal places are kept, so an algaecide sold by the fluid ounce can be priced at $0.0825. The line's total is the quantity times the price, rounded to the cent: 36 fl oz at $0.0825 is $2.97.
• No customer discount on top. A standing discount never comes off a contract price: the contract price is already what the customer agreed to pay, so a percent off would discount it twice. The customer's discounts still come off the contract's other chemicals.
• A chemical with no list price bills at the contract price from the day you add the price. Usage logged before that stays unbilled, as it was when it was logged: adding a price never pulls older usage onto the next invoice.
• A contract price of $0 shows the usage on the invoice at $0.00, and that usage is then billed — a later price change never reaches it. With Separate Chemicals Invoice, $0 usage alone goes on the period's own invoice: a chemicals invoice is never made for nothing.
• Tax is charged as it would be at the list price.
• Only what is billed after you save. Chemicals already on an invoice keep their price.
• Office roles add, change and remove prices, on any contract that is not archived.
• Renewals and copies. An Ongoing plan's next term keeps the prices, and Copy Contract copies them (change them on the new contract once it is created). Changing the prices on a term whose next term already exists opens that term's billing check, as other price changes do.

Put chemicals on their own invoice

Some customers want the monthly service and the chemicals on two invoices — Sundance HOA pays them from different budgets. When the contract bills chemicals (Bill Chemical Usage is On, or Inherit with the company switch on), the Invoice Options card shows Chemicals Invoice under Bill Chemical Usage: Same Invoice as the Monthly Service (the default) or Separate Chemicals Invoice. The choice takes effect on invoices drafted afterwards. On New Contract, the same choice is under Bill Chemical Usage as Chemicals Invoice.

With Separate Chemicals Invoice, each invoice the contract drafts for a billing period leaves the chemicals off, and one more draft holds them:

• Same customer, sites, invoice date and due date as the period's invoice, the contract's tax rate, and the contract's chemical prices.
• Not part of the contract's billing. It is not the period's invoice: the contract's total, its remaining balance and its invoice list do not count it, and contract credit (a prepayment) is applied to the period's invoice, never to the chemicals invoice. It is never combined into another invoice automatically.
• Easy to find. Its invoice page reads "Chemicals invoice for Sundance 2026 · used October 2026" and links to the contract, its PDF reads "Chemicals used October 2026 · Contract Sundance 2026", and the contract page lists it under Chemicals Invoices. It names the month the chemicals were used, not the billing period: chemicals bill a month in arrears, so the November 1 invoice carries October's chemicals. The period's own invoice has an internal note naming it: "This period's chemicals are on their own invoice, INV-01234."
• Sent like the period's invoice. On a contract that sends its scheduled invoices, the billing run sends it too. Automatically Send Draft Invoices sends it by the contract's work type, and an open billing check on the contract holds it.
• No chemicals, no invoice. A period with no chemicals used gets no chemicals invoice.
• A $0 month. On a contract that plans $0 for a month, the billing run makes no $0 invoice for the month itself, and still drafts the month's chemicals on their own invoice. The exception is a month whose chemicals all bill at $0 (a contract price of $0, or a 100% customer discount): they stay on the month's own invoice, so the billing run drafts that month at $0 to mark them billed — on any $0 contract, with or without a separate chemicals invoice.
• One per billing period. If the period's invoice is voided and created again, the chemicals already billed stay on their invoice. Chemicals billed for the period later — a visit completed late, the period's invoice created again — are added to the chemicals invoice while it is still a draft, with an internal note saying how much was added. Once it has been sent, they go on the period's own invoice instead, with an internal note: "Chemicals billed after it was made are on this invoice."
• Voiding a chemicals invoice puts its chemicals on the contract's next chemicals invoice, at the prices that apply then — their visits stay on the period's own invoice. To not bill a chemical at all, remove its line from the chemicals invoice instead of voiding it. A chemicals invoice for the contract's last billing period has no next invoice to go on, so correct it by editing the draft rather than voiding it.

Create Final Invoice, and the previous term's work that a renewed plan's first invoice carries, still bill add-ons and chemicals together on one invoice.

Verify it worked

Complete a visit with chemicals logged, then open that month's invoice on Sales and BillingInvoices. You should see the plan fee and the chemical lines on one invoice — or, with Separate Chemicals Invoice, the plan fee on one invoice and the chemicals on a second draft for the same date. A chemical with a contract price shows that price, with no discount row under it.

Pool companies who want quote through paid invoice can follow the monthly plan plus chemicals playbook.