Why your HaloPSA price increase might not land until August

Connor: So, it's the 1st of July, 2026, and you've been a little bit late with planning your price increases. So you've came to watch this video. And if it's in the future, then welcome. This is a short video on how to increase your prices to your clients in Halo PSA. Let's get stuck into it.

Connor: So before we get stuck into like how to increase prices, I do want to do a slight PSA and I'm going to show you. If you've opted to automatically increase prices, there is a big gotcha that you need to know about. What am I talking about? Well, if we just go over to an invoice super quick. So over here we have uh who is this? This is St. John's. I do believe St. John's High School. So St. John's High School has a invoice. And if we was to do automatic increase down here, we could say this to be monthly or weekly or annual and we could say increase here. Alternatively, we could go to a line item and we could go to automatic increase and we could again do the same here for this line item. If you have done this, you need to realize the following behavior.

Connor: If I set the automatic price increase to be monthly, so as of the 1st of July in this case, bear in mind it would increase every month. So just an FYI, let's say this was annual and it's going to increase next month. The current mechanism or out of the box mechanism is basically it will increase the price on the 1st of July after it's been invoiced. So your invoice for the 1st of July will actually be the same as June, but then your August invoice would be the increased price. How do we know this? Well, Halo kindly added last year. If I just find the tab here, I had it prepared already. They added this after much back and forth, I will say. Apply automatic price increases to recurring invoices before creating the next invoice. This is configuration, billing, and recurring invoices, by the way. Um, so if you are doing the automatic price increases via a line item or via the recurring invoice, I would in 99.9% of cases assume you want this setting. So please do go and turn it on. So the PSA is if you are relying on the automatic increase, please do understand that it might not land in your client's I don't know inbox as the increase till the following month. So that's just an FYI there really. So with that being said, let's get stuck into it. So we need to increase our prices on our invoice. Well, the easiest way without sucking eggs is go to the invoice, edit the line item, and edit the price. Now, this obviously makes sense and is, you know, why are you saying such stupid things, Connor? The reality is what I'm going to show you is complicated to digest. It's easy once you understand it. And I'm going to try my hardest to make you understand it. But the learning curve from like not understanding it and like fully getting it. That that ramp is like I don't get it. Oh, that makes sense. So it's it's kind of a little bit steep. So you can always go and update the prices on your recurring invoices. Um, for those who don't know, this doesn't really change anything until the next time you invoice the client, the price will be higher. So straightforward. There is change history. It will show you who changed it. If I go over here, do this. Let's change this to be 70 British pounds, the best currency obviously. Press save and then press save again.

Connor: The change history should now show that that has gone from 65 to 70 and I did it. So the easiest way manually go do it. However, that's probably not why you've came to the video. So let's talk about doing it in bulk. I feel like I am a proper YouTuber and I'm stringing you along to the end. I'm not. I I genuinely I genuinely am not. Um before we start actually explaining how we do the price increase is in mass. I think it's really important that we just breathe for a second. So as I mentioned before, it is kind of complicated how Halo does this and you're also at risk of not really knowing what's been done. So what I've done and I'm going to put it in the comments below. I'm going to put this whole entire SQL there is made a little report which I want you to run before you do anything and export it to CSV because that way you know exactly what invoice. So left hand side here is the recurring invoice ID what customer uh we can probably hide that column um what item it links to etc etc and you can see the cost before and the cost after the price before and the price after.

Connor: This is really important as I go and change something in a minute. We'll refer back to this report. But please just take a backup of your data because if not trying to go and understand what was changed is going to be a royal nightmare for you. So this is a little gift from this video. It's a little bit of SQL for you. Um it's fairly straightforward. Not going to go through it now, but run this report, export to CSV or whatever, so you have a current copy of your invoice data in case anything goes awry. You've got this to fall back on. So let's talk about increasing prices, shall we? So in Halo PSA, they've added a few things, should I say. Um and it's actually, in my opinion, added more confusion than anything else. Now the method I'm going to show you first of all is basically what I like to call the game of snap. Now it's all playing a game of snap, but the new method or new methods don't really, I don't know, allow you to understand that you're playing a game of snap. I'm just going to go to configuration, items, and stock control, general settings. I'm going to scroll all the way down till I find a section called miscellaneous. And in here, you're going to have update recurring invoice uh lines with product changes. Now ignore from here for a minute. Just make sure if you want to copy this first method that this is set to never. Okay, we'll come back to this in a few minutes. So with that being set to never, what you have, if I just go over to items and stock control or products in this build, if I go to a let me find this here. Actually, I'll open this one here. This here. There we go. Okay. So when that's set to never, if you go to custom pricing on an item and press edit, you will see uh on the right hand side these two boxes. Update item prices on recurring invoices and update item costs on recurring invoices.

Connor: Strap in ladies and gents. This is where the game of snap comes into full play. How does this work? Well, if we go and look at St. John's high school. Super quick, you will see that the business uh standard license here is currently set to the number 12. Okay, if I just refresh this item super quick and look at it here, you will also see the recurring price is set to 12. Now if I edit this and change this number to 13 and click update item prices on recurring invoices and press save, what's going to happen is is any recurring invoice line that is linked to this item. If the number is 12 is going to get updated to the number 13.

Connor: Seems fairly straightforward. Now the reason we have this report, just jump back over here again, is because what we're talking about here is the item ID, if I just go back over here, sorry, is the item ID 16. Okay, so if we go ahead and find and filter this report to where the item ID is equal to 16, this is the only invoice where the item is used um to determine the product that is linked to. Basically, that's a horrible way of just describing it. This is the only invoice where this links to this item basically. Now the concern I have with doing this this way or this way in general is you need this report before you do this. The reason being is is I could very easily add a recurring item and I could pick that same business standard. I could do it here and I could change the name of this to be let's do a classic Connor cheese tasting. Not actually a big fan of cheese by the way. Is just my go-to safe word, I mean test word. Um, so that's cheese tasting. Uh, and we basically save this here. So what you've got is is that on the surface you've got business standard here and you've got cheese tasting. Now what you won't know until you start double clicking or digging into it is that this cheese tasting line item actually links refresh the report to that same business standard item in the product catalog or item catalog. Now that means if I just go ahead and change sorry lost in tabs go ahead and change this from 12 to 13 and press save.

Connor: Any line item that is linked to that item product will update the value from 12 to 13. So if you have used an existing item in the same place you could be increasing the cost or the price of that line item on the invoice by doing this. That's kind of the danger of doing this.

Connor: So now if I just refresh this invoice, this should now be 13, which it is. Brilliant. Cheese tasting and business standard is 13. Now you're going to say here, but Connor, what if some clients have 12 and some clients have 13? What do we do then? How does it work? See, I knew you was going to ask that question. So as I said before, this is the game of snap. Okay, we're basically matching a value and changing it. And that can be ran as many times as you want. The report obviously lets you know where you're at with all of this. But in this case here, we know that both of these are linked to the same item. Now if I go to this item here, it is currently set to 13. If I edit this and change this to 14 and click update the item price, what's going to happen is is it's only going to change the line item where it was 13. And we can prove that by refreshing this report now.

Connor: And it will be 14. The 12 is left unchanged because it didn't match the rule or didn't snap the two being the same. You can always confirm that by let me close this by running this report. If I refresh this now, we can see the unit price is 14 and the unit price for this one here is 12. So how do we then update the 12 to 14? Well, if we go back over here and press edit again, I can change this number to 12. I'm doing that because in the game of snap, two sides have to match. So when I press save without checking the box, nothing is going to happen in our halo. Okay, I've not told it to do anything else. If you are linked to zero or QBO, you will get the sync successful. Just ignore it. But basically, we're now back to the state of 12. What I then need to do is edit this again. Change this now to 14. Click update item prices on recurring invoices and press save. That will then match this 12 and change it to 14. So if I refresh, this is now like this. If I'm being honest, as complicated as that is to explain, I genuinely believe you should leave your halo set in this way for the most part. And the reason for that is is because in the next method I'm going to show you, you can end up in a bit of a pickle if you don't fully understand this. So let's jump onto the second method.

Connor: So we just spoke about there that we could obviously go through and update the item, check a box, play a game of snap, and match it, you know, all the time. Now if you go back to items, uh, configuration, items, and stock control, if I could find it, and then general setting, scroll all the way down to miscellaneous, you will find that there's options here. Now you've got always ask, update all non-bundled, update all lines. You know what? What is it? Well, if I just go to always ask, and leave it as it is, and go back to the item over here. down. What you'll now notice is that those boxes are now gone. So if I edit this and change this to 15 and press save, it is going to ask us, would you like to update one recurring invoice where the product is used? No. Update all the non-bundled lines where the item exists or update all the lines. Now the problem is here is that um it is still playing the game of snap. It's just not quite as obvious. So again that was 14 before. If I update this and do save that should now change both of these to 15 like so. However there is nothing stopping me going here going to 13 setting this as no for instance. Okay editing this again and setting this to 14 and going yes I do want to update all the line items where they're 14 to this value and press save. And you might think that has been done. However, going back to our rules of engagement, we are playing the game of snap. That was 13 a second ago and I have changed it to 14. What we're going to find out is that these are still 15 because we didn't match. Now the problem I have with this is that that from here is not obvious. You are updating the recurring price. It is saying do you want to update the recurring invoice where the product is in use? Yeah, I do. And then you basically click yes update. Now there is a solution to this. And the solution that Halo added again not too long ago actually is if we look back to configurations items general settings miscellaneous. There is always update recurring invoice lines to reflect product changes regardless of matching previous values.

Connor: Now this solves that snap problem. Okay. I can click this here. I can go back to that. I can just do a quick refresh. I can edit this and I can say business standard. Yeah, it's now £23. Save it. Update them all. Be free. Away you go. Okay. The problem is though, as we spoke about earlier, is that is going to update every single line item on every single invoice to be of the same value. And for any line item where that item product matches. Now if you have leveraged the item like here for cheese tasting that's going to get uplifted and you might not know about it. It also means any clients you may have on a different rate intentionally. They may have scale of economy. You may have discounted to get them in. You've now just put those up not by a percentage but by a fixed amount. They're now all going to be £23. That to me again is really dangerous. Um, if you know in your heart that every single item that you sell or product that you sell for business standard is ubiquitous across your entire client base, be free. Maybe this round you can't do that. Maybe the next round you can, but just bear it in mind. The last thing to talk about on this, by the way, is that you may hate that having to press yes. I think if nothing else, keep it there. But you could always change it to always update all lines like so. And this is like I would never recommend this scenario to anybody. But what this now means is, and I almost get like a flutter in my heart as I do this, but we can go ahead here and change it to 24 and it'll just do it. This to me is terrifying. I I genuinely don't recommend anyone does that ever. This This to me is recipe for disaster if I'm being honest. Um, sorry, my head just went Runescape reference. there's a quest. But basically um, this is the way to do it. Uncheck always update recurring invoice lines to reflect changes unless you know they're all the same. Change it to never in my opinion. Run the report I've given you and then play the game of snap. If I just refresh quickly, play the game of snap, change a price, click the box, check the report, and away you go.

Connor: The final thing to talk about is what you may have done is pulled your subscriptions through from PAX 8 or another distributor. And again, you have to be conscious of what you're doing here. But if you have it linked to uh a subscription, you can basically get the uh unit price and cost to automatically update whenever the subscription price changes. Now what I don't know right now is when that happens in your Halo. So your Halo syncs, let's say Pax 8 once a day. I don't know when the price is going to update in Pax 8 for that subscription. Does it happen today? Does it happen on the 1st of July? Well, that is the 1st of July when you're watching this. Does it happen tomorrow? Like, like I don't know. Your Halo is going to sync once a night around midnight. It is then going to update the price or the cost and that'll then reflect on the next invoice you send. So if you are relying on this for the price increases and you want them to be 1st of July, please please please validate that the prices are correct. Um equally this appears for everywhere in the system. So if you use something else maybe say Geiocom what you need to make sure you're doing is validating at the customer level subscription tab that the price and the cost actually exists in there because if not this isn't going to work. And that's basically that. That is this I don't know 20 minute video. Let's cut it down a little and make it as sweet as we can. But there it is. There's the methods of how to update your recurring invoices in Halo PSA. Easiest way being manual. The recommenders approach is setting it to never and you know going through that game of snap. The sequel will be down below either plain text linked or in a hoodie doc. Um and that's it from me. I hope this helps you. Um you've left it a little bit late if you're watching it today but life goes on. I'm just kidding. But that is how to update prices in Halo PSA. I've been Connor. We are Rerenada. You can't see it. We're Reina. Um, nice. See you all again. Have a great day and peace. Goodbye.