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Feature Guide - Clients & Billing (3.40MB)

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Billing a job for its unbilled costs is the easiest, fastest way to add an invoice.

There’s really only one thing you need to know: the job number. Since jobs are integrated with billing and accounts receivable, there’s no rekeying to make an invoice.

When the job task is entered, the unbilled amount from the task is copied to the invoice line item. The line item includes the task’s billing information (i.e. description, cGL, and taxable status). Because it’s only a copy of the information, changing information -- like the cGL or tax status -- on the invoice doesn’t affect the job.

To add a job billing

1 From the Accounts Receivable window, click the add button (or choose Edit > Add New Invoice > Job Billing).

The Add Job Billing Invoice window opens.



2 Follow the remaining steps to continue adding a job billing:

Invoice number New invoices are numbered automatically (using the invoice number entered in Preferences). Invoices are numbered sequentially. You can change the invoice number by selecting it and then entering your own number. You’ll be notified if the invoice number has been used before.

Job number The last-used job number is entered automatically as a time-saver, but can be changed. If you’re not sure about a job number, leave the field blank then press Tab to open the jobs lookup list. Double-click on the job to copy it to this invoice. You can enter any job number you wish, including jobs that are new, in progress, or closed.

If the job has a status alert, you’ll see it as you tab past the job number field.

Client number Every invoice is billed to only one client. This client is the one who will eventually pay for the invoice. The client number is copied automatically from the job, but can be changed -- which lets you bill the job to a different client. Tabbing past the client number copies its name, payment terms, and sales tax information to the invoice. Any active client can be used on an invoice.

The job ticket and invoice can have different clients. There may be instances where several departments of a large corporation open jobs, but invoices are billed to a third-party. This third-party, such as the corporate headquarters, would be added as a separate client and get all of the billings.

Debit account The default A/R account, which is copied from Preferences, can be changed to a different G/L account. This account is debited for the invoice’s total, including sales tax, when the invoice is posted.

Notes The work you’re billing can be fully explained in the invoice notes. These notes, which appear near the top of the printed invoice (above the billing amounts), can summarize what’s being billed on this invoice.

Job task for the first billing amount Press Tab to see the job’s tasks. Double-click on the task to copy it to this invoice. Tabbing past the job task copies its description, unbilled amount, unbilled hours, and credit G/L# to the invoice.

Task description, billing amount, hours billed, and income G/L number Changing the task’s description here only affects this invoice; the job task itself is unchanged. This description appears in the body of the printed invoice. The billing amount is the actual amount your client will pay. It appears on the printed invoice, and includes all costs, fees, commissions, and markups. You can bill the job task’s entire unbilled amount by tabbing past the amount. Or, the billing amount can be changed by entering a larger or smaller number (there’s no limit to how much or how little you can charge on an invoice). The hours billed are optional, but can show the client how many hours were billed on this job task. The credit G/L number is used to track income on the financial statements. It is copied from the job task (which was originally copied from the Task Table). Every line item can have a different credit account, if needed. A cGL is required.

3 Repeat these steps to bill the job’s other tasks, then click Save.

Once the invoice is added and saved, it must be posted. Posting makes the invoice permanent, updating the job ticket, the client account, and the General Ledger. The invoice can be proofed before posting, then changed as needed (e.g., amounts added or removed, descriptions changed, etc.).

The roll up billing amounts by task option lets you customize how billing amounts appear on the printed invoice. The roll-up option gives you the most flexibility in billing, since it combines selected tasks into another task.