Non-Recurring Billables
Capture every one-off charge. Miss nothing.
Third-party vendor costs and one-off expenses fall through the cracks when tracked separately. Aimsio keeps them with the job so every cost gets billed back on the ticket.
Before & After
What changes when you switch to Aimsio
Without a Non-recurring Billables System
- Third-party costs go untracked - Subcontractor invoices and vendor receipts get collected separately from the job, and some are simply never billed to the client.
- Items billed late or not at all - Billing teams rely on field staff to flag extra charges, and items frequently fall through the cracks before invoice generation.
- Receipts emailed separately - Field staff forward photos of receipts by email or text, making it hard for billing to match documentation to the correct job and line item.
- Client disputes with no supporting detail - When clients question pass-through charges, there is no clean audit trail linking the cost to the job or the receipt.
With Aimsio Non-Recurring Billables
- Every one-off cost captured on the job record - Vendor expenses, equipment rentals, and ad-hoc charges tracked where they belong.
- Third-party costs charged directly on the ticket - NRBs appear on the field ticket and flow through to the invoice as line items.
- Receipts attached in the field, not chased later - Crews upload documentation in the moment, so the office has everything it needs.
- Full audit trail for every billable item - Who, what, when and how much - all documented and traceable.
Core Capabilities
Everything you need to capture and bill one-time costs
Every one-off cost tracked at the job level, charged on field tickets, and billed with full documentation.
Third-Party Cost Tracking
Log one-off vendor costs, equipment rentals, and material expenses directly against the job. Every third-party charge is captured in context so nothing slips through when it is time to bill.
Billable vs. Non-Billable Tracking
Each non-recurring billable (NRB) can be set as Billable or Non-Billable. Billable items can be charged back to the client on a ticket with an optional upcharge. Non-billable items are tracked as cost in job performance reporting.
Receipt & Document Attachment
Upload image or PDF attachments directly to a non-recurring billable entry. Vendor invoices and receipts stay linked to the NRB and appear alongside the field ticket it is billed on.
Job-Level Capture
All NRBs are tagged to a specific job and visible in one place under the Non-Recurring Billables tab. Finance can review every billable item on a job before generating the invoice.
Upcharge & Markup Control
Apply an upcharge percentage to any NRB when billing it back to the client. The default markup pulls from the job level and can be adjusted per item. Choose whether markup applies on the subtotal or the total including vendor tax.
Ticket & Invoice Integration
Charge NRBs directly on a field ticket so they appear as line items on the ticket PDF and the resulting invoice. One ticket. Every cost. No separate billing step for third-party items.
How It Works
Capture every cost. Bill every cost.
Create or receive the NRB at the job
NRBs can be created after receiving against an approved Purchase Order, or added directly as a standalone item on the job. Each NRB is recorded with name, notes, quantity, rate, and upcharge percentage - and can include image or PDF attachments for vendor invoices and receipts.
- Receive against a Purchase Order or add standalone
- Attach vendor invoices and receipts as image or PDF
- Tagged to the specific job automatically
New NRB EntryClick to Zoom Review and configure each NRB
All NRBs for a job are visible in one place on the Non-Recurring Billables tab. Edit quantities, rates, and upcharge percentages. Mark items as Billable or Non-Billable, and use the Internal checkbox to keep cost-only items off the client-facing ticket entirely.
- All NRBs for a job in a single view
- Set as Billable, Non-Billable, or Internal
- Adjust upcharge markup per item or pull from the job default
NRB ConfigurationClick to Zoom Charge on a ticket, bill on the invoice
From any field ticket, charge unbilled NRBs directly onto the ticket with a single click. Charged items appear on the ticket PDF and carry through as line items when the invoice is generated - no separate billing step for third-party costs.
- Charge NRBs on tickets from web or mobile
- Billed In column shows which ticket each NRB was charged on
- All costs tracked in Job Performance reporting
Charged on TicketClick to Zoom Strait Projects has realized significant value from implementing Aimsio software. Aimsio has streamlined our business processes, provided valuable visibility into our projects and been an ongoing business partner for us as we grow our business. We have reduced our administration costs by over 20%, eliminated our revenue leakage and decreased our invoicing lag time by 50%.
Integrations
Works with the tools you already use
Aimsio connects to your accounting, payroll, and ERP systems - so data flows without double-entry.
QuickBooks Online
Sage Intacct
ADP
Explorer Eclipse
Sage 300
NetSuite
MS Nav
MS Business Central
Viewpoint Vista
AcumaticaFrequently asked questions
A non-recurring billable (NRB) is Aimsio's format for tracking and charging one-off third-party expenses on a job - such as vendor invoices, equipment rentals, or materials. NRBs can be created by receiving against an approved Purchase Order or added as standalone items. Each NRB is recorded against the job with name, quantity, rate, and optional upcharge, and can be charged back to the client on a field ticket.
Once an NRB is charged on a field ticket, it appears on the ticket PDF and is included as a line item when the invoice is generated from that ticket. The NRB shows as a separate charge on the invoice so the client can see exactly what they are being billed for, including any upcharge markup applied.
Yes. You can upload an image or PDF attachment to any NRB entry. The attachment stays linked to the billable item and appears alongside the field ticket the NRB is charged on, so billing and finance always have the supporting documentation without chasing anyone for it.
Yes. NRBs with the Internal checkbox checked will not appear on tickets and cannot be charged to the client. These items are still tracked as Cost in your Job Performance report, so you get a complete picture of job costs without exposing every expense to the client. You can also set the Account Type to Non-Billable to track an NRB as non-billable revenue in reporting.
NRBs can be created by receiving against an approved Purchase Order, which links the NRB line items to that PO. Alternatively, authorized users can add NRBs directly on a job without a Purchase Order. Note that POs and NRBs are independent entities - editing an NRB after it is received does not automatically update the original Purchase Order.
Yes. Export NRBs from the NRB Report in Aimsio's Report Center, make changes in Excel, then re-import the updated file to the Non-Recurring Billables tab on the job order.
All NRBs are tracked as Cost in Aimsio's Job Performance report. Billable NRBs are recorded as Billable revenue when charged on a ticket, while Non-Billable NRBs are tracked as Non-Billable cost. Internal NRBs are still counted as Cost even though they do not appear on tickets. This gives you a complete view of third-party spend per job.
Non-Recurring Billables are included in every Aimsio plan: Lite, Essentials, Performance, and Ultimate.
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