Retainer Billing & Revenue

The IT / MSP vertical includes a full billing suite designed for the recurring revenue model that most managed service providers operate on. From monthly retainers to ad-hoc project billing, AtlasOS handles the complete revenue cycle.

Recurring Retainer Billing

Setting Up Retainers

1. Navigate to Revenue > Retainers.
2. Create a retainer schedule for each customer, specifying:
   • Amount — the monthly (or quarterly) retainer fee.
   • Billing cycle — monthly, quarterly, or annual.
   • Included hours — the number of support hours included in the retainer (if applicable).
   • Overage rate — the hourly rate for work exceeding included hours.
   • Start date and optional end date.
3. AtlasOS generates draft invoices automatically at the start of each billing cycle.

Retainer Overage Tracking

When a customer's logged time exceeds their included hours:

• The system flags the overage in the Revenue dashboard.
• Overage hours are added to the next invoice at the configured rate.
• Account managers receive a notification when a customer reaches 80% of their included hours.

Time Tracking Against SLAs

Technicians log time directly against tasks and service tickets:

• Timer — start and stop a running timer from any task.
• Manual entry — enter time after the fact with date, duration, and description.
• Bulk entry — log time for multiple tasks in a single view.

Time entries are categorised as:

Category	Description
Billable — Retainer	Counts against the customer's included hours
Billable — Ad Hoc	Billed at the agreed hourly rate outside the retainer
Non-Billable	Internal work, training, or goodwill support

Quotes and Proposals

For new projects or scope expansions:

1. Create a Quote from the Revenue section.
2. Add line items — fixed-price deliverables, hourly estimates, or product costs.
3. Send the quote to the customer via the Client Portal or email.
4. Upon acceptance, the quote converts to a project with associated milestones and billing schedule.

Pipeline Management

The Pipeline view tracks prospects and opportunities:

• Stages — Lead, Qualified, Proposal Sent, Negotiation, Won, Lost.
• Value tracking — estimated monthly recurring revenue (MRR) per opportunity.
• Activity logging — calls, emails, and meetings linked to each opportunity.
• Conversion — when an opportunity is won, AtlasOS creates the customer record, SLA configuration, and initial retainer in one step.

Invoice Generation

Invoices are generated from:

• Recurring retainer schedules (automatic draft generation).
• Time entries (billable hours outside retainer scope).
• Project milestones (milestone-based billing).
• Ad-hoc charges (hardware, licences, one-off services).

Each invoice includes:

• Itemised line items with descriptions.
• Time entry detail (optionally attached as a PDF schedule).
• SLA performance summary (optional, configurable per customer).
• Payment terms and banking details from your practice settings.

Invoices can be sent via email, published to the Client Portal, or exported as PDF.