Payment Schedule Templates

Payment schedule templates define reusable payment structures that can be applied to contracts. Templates control which payment types are available and provide default descriptions for each payment milestone.

Accessing Payment Schedule Templates

1. Go to Settings > Projects > Payment Schedule Templates
2. View existing templates
3. Create, edit, or manage templates

Template Structure

A payment schedule template consists of:

1. Payment Features - Toggles that enable/disable payment types
2. Progress Payment Configuration - Settings for recurring progress payments
3. Payment Descriptions - Default text for each payment type
4. Custom Line Items - Milestone-based payment entries with percentages
5. Display Options - Control how schedules appear on contracts

Payment Features

These toggles control which payment types are available when this template is used on a contract.

Enable Deposit Agreement

When enabled, allows a Deposit Agreement payment line to be added to contracts.

• Used for collecting a deposit before the main contract
• Typically used with Deposit Agreement contract type
• Can have its own description text

Enable Due Upon Signing

When enabled, allows a payment line that is due immediately when the contract is signed.

• First payment collected at contract execution
• Invoice is created and marked due on signature date
• Common for deposits or initial payments

Enable Due on Commencement

When enabled, allows a payment line that is due when work begins on the project.

• Payment triggered when project work starts
• Requires marking the project as "commenced"
• Useful for start-of-work payments separate from signing

Enable Progress Payments

When enabled, allows recurring time-based progress payments throughout the project.

Progress payments are different from milestone payments:

• Progress Payments = Recurring payments at regular intervals (e.g., every 2 weeks)
• Milestone Payments = Payments triggered by completing specific work phases

When you enable progress payments, you configure:

Setting	Description	Example
Number of Progress Payments	How many recurring payments	4
Payment Frequency	Interval between payments	2
Frequency Type	Days or Weeks	Weeks

Example: 4 progress payments every 2 weeks means the customer pays 4 times, with each payment due 2 weeks after the previous one.

Progress Payment Configuration

When Enable Progress Payments is turned on, additional settings appear:

Number of Progress Payments

How many progress payments will be scheduled. For example, entering "6" creates 6 recurring progress payment invoices.

Payment Frequency

The interval number between payments. Combined with Frequency Type, this determines the schedule.

Frequency Type

Choose Weeks or Days for the payment interval.

Examples:

• 4 payments, frequency 2, type Weeks = Payment every 2 weeks, 4 times
• 6 payments, frequency 30, type Days = Payment every 30 days, 6 times
• 3 payments, frequency 1, type Weeks = Payment every week, 3 times

Payment Descriptions

Each payment type can have a default description that appears on contracts. These descriptions tell customers what the payment is for and when it's due.

Description Fields

Field	Used For
Deposit Agreement Description	Text shown for deposit agreement payments
Due Upon Signing Description	Text shown for payments due at signing
Due on Commencement Description	Text shown for payments due when work starts
Progress Payment Description	Text shown for recurring progress payments
Final Payment Description	Text shown for the final/balance payment

Progress Payment Variables

The Progress Payment Description supports variables that are replaced with actual values:

Variable	Replaced With
{{numberOfPayments}}	Number of progress payments configured
{{progressPaymentAmount}}	Dollar amount of each progress payment
{{paymentFrequency}}	Frequency number (e.g., 2)
{{paymentFrequencyType}}	"weeks" or "days"

Example Description:

{{numberOfPayments}} progress payments of {{progressPaymentAmount}} each,
due every {{paymentFrequency}} {{paymentFrequencyType}}.

Rendered Result:

4 progress payments of $5,000.00 each, due every 2 weeks.

Custom Line Items

Custom line items are milestone-based payments with specific percentages. Unlike progress payments (which are time-based), custom line items represent payments tied to project milestones.

Adding Line Items

1. Click Add Line Item
2. Enter the Name (e.g., "Foundation Complete", "Rough-In")
3. Enter a Description (what triggers this payment)
4. Enter the Percentage of the contract total

Example Line Items

Name	Description	Percentage
Deposit	Due upon contract signing	10%
Foundation	Due when foundation is complete	20%
Framing	Due when framing is complete	30%
Rough-In	Due when rough-in inspection passes	25%
Final	Due at substantial completion	15%

Reordering Line Items

Drag and drop line items to reorder them. The order determines how they display in contracts.

Percentage Total

All custom line items should total 100% of the contract. The final payment line automatically calculates the remaining balance.

Display Options

Control how payment schedules appear when used on contracts.

Show Milestone Titles

When enabled, displays the "Milestone Title" column showing payment names (Deposit, Framing, etc.).

Show Percentages

When enabled, displays the percentage column alongside dollar amounts.

Allow Modifications

When enabled, users can modify the payment schedule when creating a contract from this template. When disabled, the template's schedule is locked.

Creating a Template

Step 1: Basic Information

1. Click Add Template or New
2. Enter the Template Name
3. Set status to Active

Step 2: Configure Payment Features

Toggle on the payment types you want available:

• Enable Deposit Agreement
• Enable Due Upon Signing
• Enable Due on Commencement
• Enable Progress Payments

Step 3: Configure Progress Payments (if enabled)

If you enabled progress payments:

1. Enter Number of Progress Payments
2. Enter Payment Frequency
3. Select Frequency Type (Weeks or Days)

Step 4: Add Payment Descriptions

Enter default descriptions for each enabled payment type.

Step 5: Add Custom Line Items

Add milestone-based payment entries:

1. Click Add Line Item
2. Configure name, description, percentage
3. Repeat for each milestone
4. Verify percentages total 100%

Step 6: Set Display Options

Configure visibility preferences:

• Show Milestone Titles
• Show Percentages
• Allow Modifications

Step 7: Save

Click Save Changes to create the template.

Using Templates on Contracts

When creating a contract:

1. Select a payment schedule template
2. Template settings populate the payment schedule
3. If Progress Payments are enabled, configure:
   • Number of payments
   • Frequency
   • Frequency type
4. Custom line items appear as payment milestones
5. Modify if allowed and needed
6. Payment schedule becomes part of the contract

Invoice Generation

When a contract is signed, invoices are generated based on the payment schedule.

What Happens When a Contract is Signed

1. Invoices are created for each payment in the schedule
2. Due on Signing payments are invoiced immediately
3. Progress payments are scheduled based on frequency settings
4. Milestone payments (custom line items) are created as pending invoices
5. Final payment invoice is created for the remaining balance

Progress Payment Invoice Timing

For progress payments configured as "4 payments every 2 weeks":

Invoice	Due Date
Progress Payment 1	2 weeks after signing
Progress Payment 2	4 weeks after signing
Progress Payment 3	6 weeks after signing
Progress Payment 4	8 weeks after signing

Milestone Payment Invoices

Milestone payments (from custom line items) are created as pending invoices. You trigger them when the milestone is complete:

1. Complete the milestone work
2. Go to the project's Billing section
3. Find the pending milestone invoice
4. Click Trigger Invoice or Mark Due

Common Template Examples

Simple 50/50

Settings:

• Enable Due Upon Signing: Yes
• Enable Progress Payments: No

Custom Line Items:

Name	Percentage
Deposit	50%
Final Payment	50%

Monthly Progress Billing

Settings:

• Enable Due Upon Signing: Yes
• Enable Progress Payments: Yes
  • Number: 3
  • Frequency: 30
  • Type: Days

Custom Line Items:

Name	Percentage
Deposit	10%
Progress Payments	(calculated from remaining)
Final Payment	10%

Milestone-Based Construction

Settings:

• Enable Due Upon Signing: Yes
• Enable Due on Commencement: Yes
• Enable Progress Payments: No

Custom Line Items:

Name	Percentage
Deposit	10%
Start of Work	15%
Foundation	20%
Framing	25%
Rough-In	20%
Final	10%

Permissions

Action	Required Permission
View templates	View Settings
Create/edit templates	Manage Settings
Delete templates	Manage Settings
Use templates in contracts	Create Contracts

Related Topics

• Payment Schedules - Using schedules in contracts
• Contract Templates - Contract document templates
• Contracts - Contract overview