Bill For 3-Year Plans

There are two main methods for billing a 3-year plan in GEM-WORK:

1. Bill the Entire Contract via Financing

1.1. Advantages

1.2. Considerations

2. Use a Subscription System (Recurring Payments)

2.1. Advantages

2.2. Considerations

3. Configure in GEM-WORK

4. Which method should you choose?

5. Can you combine both methods?

Before you begin, we offer two options for your financing needs:

1. GEM-CAPITAL

2. Catalyst Finance Company

1. Bill the Entire Contract via Financing

This method involves billing the full contract amount upfront.

• The total amount of the 3-year plan is listed on a single invoice
• The client pays via a financing option
• Financial fees are credited (deducted) to reflect only the actual value of the contract
• Payment is then managed by the financing company

1.1. Advantages

• Immediate revenue recognition
• Simplified accounting (a single invoice)
• Less administrative follow-up

1.2. Considerations

• Requires an agreement with a financing provider
• Financial fee credits must be properly configured in GEM-WORK

2. Use a Subscription System (Recurring Payments)

With this method, the client pays for the plan on a monthly or periodic basis.

• The plan is divided into payments (e.g., monthly over 36 months)
• Invoices are generated automatically based on the selected frequency
• Each payment corresponds to a portion of the contract

2.1. Advantages

• More accessible for the client (spread-out payments)
• Recurring revenue
• Flexibility for the client

2.2. Considerations

• Payment tracking required
• Management of cancellations or payment defaults
• Subscription setup in GEM-WORK

3. Configure in GEM-WORK

To create a subscription, click on Sales > Subscriptions > +Add.

- Subscription with Billing Every 3 Years Financed by CATALYX

Then, in the Info tab, define the general information:

• Renewal Method: choose automatic or manual.
• Active: always Yes.
• Client to be billed: select the relevant client.
• Billable: always Yes.
• Frequency: every three years = term length
• Number of subscriptions: enter a specific number or set to 0 for unlimited
• Product or service to be billed: GEM-WORK - Calendar Management Module
• Quantity: the term length (36 months)
• Price: the monthly payment amount
• Add a custom text that will appear on the invoice (optional)
• Next billing: date of the first invoice already generated
• Start and end of coverage: system usage dates
• Cannot cancel before: minimum date before which the subscription cannot be canceled
• Link to a project (optional)

Click Save to activate the subscription.

Examples using these configurations:

Example 1

Financing equipment with maintenance included in the invoice

- Equipment: $5,000

- Annual maintenance at $1,500 x 3

- Interest with a quantity of -1 x 1,000 Administrative GL

Invoice of $8,500

The subscription would then be $3,000 with a 3-year plan to be renewed using the parameters above.

Example 2

Software financing

Equipment financing with maintenance on the invoice

- Software at $9,500

- Interest with a quantity of -1 x 1,000 General Ledger (GL)

Invoice of $8,500

The subscription would then be $9,500 with a 3-year plan to be renewed using the parameters above.

- Subscription with Monthly Billing

In the Info tab, define the general information:

• Renewal method: choose automatic or manual
• Active: always Yes
• Client to bill: select the relevant client
• Billable: always Yes
• Frequency: monthly
• Number of subscriptions: enter a specific number or set to 0 for unlimited
• Product or service to be billed: GEM-WORK - Calendar Management Module
• Quantity: 1
• Price: the monthly fee
• Add a custom text that will appear on the invoice (optional)
• Next billing: typically, the client is already using the system (start of the invoice)
• Start and end of coverage: dates of system usage
• Cannot cancel before: minimum date before which the subscription cannot be canceled
• Link to a project (optional)

Click Save to activate the subscription.

4. Which method should you choose?

The choice depends on your business model:

• Financing → ideal for receiving full payment quickly
• Subscription → ideal for building client loyalty with recurring payments

5. Can you combine both methods?

Yes. Some companies offer:

• A full payment option with financing
• A monthly subscription option

This allows you to adapt to the client's preferences.