01/19/2026

How to Simplify Agency Billing for Public Safety Radio Systems

If you manage billing for a public safety communications system, you know the headaches: agencies with mixed billing schedules, assets coming in and out of service mid-cycle, manual prorations that eat up hours, and the constant pressure to reconcile every charge before invoices go out. 

For many teams, this means living in spreadsheets—tracking radio counts by hand, calculating prorated charges manually, and hoping nothing falls through the cracks. It's time-consuming, error-prone, and nearly impossible to scale as your system grows. There's a better way. 

the real cost of manual billing

When you're managing recurring billing for radio infrastructure and subscriber units across multiple agencies, the complexity adds up fast: 

• Agencies on different billing cycles (monthly, quarterly, annual) 
• Mixed service types (site rent, subscriber fees, infrastructure charges) 
• Assets constantly moving in and out of service 
• Prorations that have to be calculated manually 
• Reconciliation requirements that demand precision 

One mistake—a missed radio, an incorrect proration, a billing cycle that doesn't align—and you're dealing with disputes, corrections, and lost trust with the agencies you serve. 

what asset-based recurring billing should look like 

The right billing system should do the heavy lifting for you. That means: 

• automatically tracking asset counts based on real-time data 
• handling prorations without manual calculation when equipment enters or exits service 
• supporting mixed billing schedules across agencies and service types 
• giving you full visibility into what you're billing before invoices go out 
• eliminating reconciliation guesswork with complete audit trails 

This isn't just about generating invoices faster—it's about building confidence in your billing accuracy and freeing up your team to focus on higher-value work. 

introducing Mcmtech's recurring billing module 

That's exactly why we built our recurring billing solution. Available through the Motiondeck platform, it was designed specifically for the real-world needs of public safety communications and critical infrastructure operations. 

Here's what makes it different: 

• Automate asset-based billing – Bill agencies based on actual asset count, such as radios or other devices 
• Set your own cycles and schedules – Support monthly, quarterly, or annual billing with flexible cycles and start/end dates 
• Prorate with ease – The system automatically adjusts charges when assets come in or out of service mid-cycle 
• Customize by service and category – Assign specific rates to different asset types, statuses, or service categories 
• Mixed billing schedules? No problem – Bill site rent annually and subscribers monthly—on separate headers, with clarity 
• Know exactly what you're billing for – Easily view the assets behind each charge before posting 

how it works: from setup to invoice 

The process is straightforward: 

1. configure your tables – Define your billing cycles, service lines, and (if needed) asset categories you want to reconcile 
2. create billing headers – For each agency, enter the applicable services, frequencies, and whether the charge is flat-rate or variable based on asset type 
3. run the asset loader – For reconciled charges, the loader scans eligible assets (by category and status) and calculates charges based on your rules 
4. review line items – Instantly see each charge and the assets it includes—plus automatically apply prorates where needed 
5. process and generate invoices – Once everything checks out, run the billing cycle to create official invoices with complete detail 
6. optional email billing – Automated email process to send invoices to your customers with ease 

real-life example: prorating made simple 

Say you're billing an agency $12.50 per active radio per month. The Asset Loader finds 31 radios in service all year—that's $4,650 for the year. 

But what if one radio came into service in July? The system automatically creates a prorated line for exactly the time it was active. No manual calculation. No room for error. 

the results: fewer errors, more confidence 

Teams using Mcmtech's recurring billing module see immediate improvements: 

• Reduced manual work and billing errors 
• Complex billing structures handled with confidence 
• Audits and reconciliations become dramatically easier 
• Financial teams get the transparency they need 

ready to ditch the spreadsheets? 

Whether you bill five agencies or 50, our recurring billing module makes it easy to track, manage, and invoice ongoing services—with the precision and reliability you expect from Mcmtech. 

If you'd like to learn more or see it in action, contact us or reach out to your Mcmtech liaison today. 

 

Updated January 15, 2026, 3:26 pm