Billing Setup — Proxiant Guides

1 How billing works

Proxiant billing is job-based — each job generates one invoice line item (plus any additional charges like printing). There is no time-based billing; you charge per service attempt or per completed job according to the rates you configure.

When a job is completed (or reaches a billable status), Proxiant determines the applicable rate using a geographic hierarchy:

1 Zip Code rate Most specific — wins if configured

2 County rate Used if no zip code rate exists

3 State rate Fallback default

The most specific configured level wins. If a job is in a zip code with a configured rate, that rate is used — even if the county and state have different rates. This allows you to price high-demand urban jurisdictions differently from rural areas in the same county.

2 Setting up rate tables

Settings › Rates

⚠ Important: Always set a state-level default first — otherwise jobs in uncovered counties generate no invoice and must be billed manually.

Step 1 — Add state defaults

In the Rates panel, click Add State Rate
Select the state from the dropdown
Enter your Routine rate (standard serve, no rush)
Enter your Rush rate (separate from routine — applied when job is marked Rush)
Click Save

Repeat for each state you serve. States with configured rates show a green indicator in the rate list.

Step 2 — Add county overrides

For counties where you charge differently (e.g., a distant county where you charge more), click Add County Rate, select the state and county, and enter the rates. County rates override the state default for any job in that county.

Step 3 — Add zip code overrides

For hyper-granular pricing — for example, a downtown zip code where parking fees justify a higher rate — click Add Zip Code Rate and enter the 5-digit zip. Zip code rates override both county and state rates.

✓ Tip: The Rate Coverage indicator in Settings shows a green/amber/red health score for your rate configuration — green means all active job jurisdictions are covered.

3 Per-job-type rates

Different job types often carry different rates — a subpoena service may be priced differently from a standard summons, and skip trace is entirely different from field work. Each job type in Proxiant can have its own rate structure.

Within the Rates panel, select a job type from the Job Type tab, then configure state/county/zip rates specific to that job type. If no job-type-specific rate is configured, the system falls back to your default rate table.

Job type	Typical rate structure
Standard Serve	Flat rate per attempt (most common)
Subpoena	Often higher flat rate, sometimes includes witness fees
Skip Trace	Flat fee or hourly, not per-attempt
Court Filing	Often flat filing fee plus per-page printing
Stakeout	Hourly rate

4 Client-level overrides

Volume clients or long-term contract clients sometimes have negotiated rates that differ from your standard schedule. You can apply client-specific rate overrides without changing your base rates.

Open the client record (Clients → select client)
Click the Billing tab
Click Custom Rate Schedule
Configure rates using the same state/county/zip hierarchy as your standard rates
Save — these rates apply only to jobs billed to this client

Client rate schedules are only visible to admins. Servers do not see billing rates.

5 Rate coverage alerts

Proxiant monitors all active jobs and alerts you when a job exists in a jurisdiction with no configured rate. You'll see coverage alerts in two places:

Settings → Rates: The coverage health score shows green (all jobs covered), amber (some jobs in uncovered jurisdictions), or red (significant coverage gap)
Jobs list: Jobs without a matching rate are flagged with an amber "No Rate" badge — they will not generate an invoice until a rate is configured or a manual override is applied

To resolve a coverage alert, either add a rate for the flagged jurisdiction or apply a manual rate to the individual job from the job record's Billing tab.

6 Server pay rates

Server pay uses the same geographic hierarchy as billing rates — state → county → zip (most specific wins). This means you can configure different pay rates for servers working in different jurisdictions.

Hierarchy

Configure server pay under Settings → Server Pay. The structure mirrors the billing rate setup exactly. Pay rates are separate from billing rates — configure them independently.

Per-server profile override

If you have contractor servers with individually negotiated pay, open their Server Profile and click Custom Pay Schedule. Configure their rates the same way — these override the global server pay rates for jobs assigned to them.

Per-job override at assignment time

When assigning a job, an admin can manually override the pay rate for that specific job. Click the Pay Override field in the assignment dialog. This is useful for one-off situations (extra-difficult serve, long drive, special instructions).

ℹ Note: Server pay rates are never visible to the server — they see their total pay per job, not the margin. The pay amount is revealed to the server only after the job is completed and marked payable.

7 Invoice timing

Proxiant supports two invoice timing models, configurable per client:

Per-job completion (default)

An invoice is generated as soon as each job reaches a billable status (Served, Non-Served, or your configured billable statuses). The invoice is immediately visible in the client portal and can be paid online. Best for firms that bill as they go or have clients who prefer per-job invoicing.

Monthly statement

All jobs completed in a calendar month are batched into a single statement invoice, generated automatically on the 1st of the following month (or a custom day you configure). Best for high-volume clients who want consolidated billing.

To change a client's invoice timing, open Client Record → Billing → Invoice Timing and select the preferred method.

8 COD setup

COD (card-on-file) billing lets you automatically charge clients' saved payment methods rather than waiting for manual payment. Enable it per client under Client Record → Billing → Payment Method.

Configuring when the charge fires

You can set the charge trigger to one of two points:

Job acceptance: Card is charged when you accept the job into your queue. Best for COD clients where you require payment upfront before performing service.
Job completion: Card is charged when the job reaches a billable status. Standard for most billing relationships.

The client receives an automatic receipt email when their card is charged. All payment processing goes through Stripe; Proxiant never stores raw card data.

9 Printing charges

If your firm charges clients for printing (e.g., large document packets), configure printing charges per client under Client Record → Billing → Printing Charges.

You can configure:

Free page threshold: Number of pages included at no charge (e.g., first 25 pages free)
Per-page rate: Rate charged per page beyond the threshold (e.g., $0.10/page)
Color vs black-and-white rates: Set different rates for color printing if applicable

Printing charges are added as a line item to the job invoice automatically when a document is printed through Proxiant's print integration. Manual printing tracked outside Proxiant must be added as a manual line item.

10 QuickBooks integration

Proxiant connects to QuickBooks Online via OAuth, syncing invoices, payments, and client records automatically.

Connecting

Go to Settings → Integrations → QuickBooks
Click Connect to QuickBooks
A QuickBooks authorization window opens — log in with your QuickBooks credentials and authorize Proxiant
You are returned to Proxiant — the connection status shows green
Select which QuickBooks account to post invoices to (Income account mapping)
Click Save Mapping

What syncs

Data	Sync direction	Frequency
Invoices	Proxiant → QuickBooks	On creation / update
Payments	Proxiant → QuickBooks	On payment receipt
Client records	Proxiant → QuickBooks (as Customers)	On creation / name change
Payment status from QB	QuickBooks → Proxiant	Hourly pull

ℹ Note: If a payment is recorded in QuickBooks directly (outside Proxiant), the invoice status in Proxiant updates within the hour. You don't need to manually mark it paid in both systems.

11 Invoice anomaly detection

Proxiant can flag invoices that look unusual relative to a client's billing history — protecting against data entry errors, duplicate charges, and unexpected pricing anomalies.

Configuring the threshold

Go to Settings → Billing → Anomaly Detection
Set the variance threshold — for example, 30% means any invoice more than 30% above the client's 90-day average is flagged
Choose the action: Flag for review (invoice is created but admin must approve before it's sent) or Notify only (invoice is sent but admin receives an alert)
Save

Flagged invoices appear in the Billing → Needs Review queue. Each flagged invoice shows the calculated variance and the client average for context.

⚠ Important: Anomaly detection is a safety net, not a substitute for reviewing your rate configuration. If a client regularly has jobs that exceed the threshold due to legitimate rush charges, either raise their threshold or exclude the rush surcharge from anomaly calculations.