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A Progress/Final Billing is the faster, easier way to invoice a job's costs

It’s an express way to bill a job, without having to know -- or type in -- each job task. It’s fast because billing amounts are created automatically for the job’s tasks. And it’s easy because all you need to enter is the job number.

You’ll probably use progress/final invoices most often, since most jobs are billed while in production or at completion (instead of, for example, when the job is started). When you add an invoice using the progress/final billing type, Clients & Profits X looks at the job’s tasks. Every task on the job with an unbilled cost will appear as a separate line item on the invoice (which includes even tasks that have been partially billed before). The task’s unbilled amount becomes the invoice’s billing amount.

There’s no distinction between a progress billing and a final billing. Both kinds of billing are treated the same way: both create an invoice using the job’s unbilled tasks. So use the progress/final option when you need to bill a job for costs, even if it isn’t finished.

To add a progress/final billing

1 From the Accounts Receivable window, choose Edit > Add New Invoice > Progress/Final Billing.

The Add Job Progress/Final Billing Invoice window opens.



2 Follow the steps to continue adding a job progress/final billing invoice:

Invoice number and job number As you tab past the job number field, Clients & Profits copies the job’s unbilled tasks to the invoice. For each task you’ll see its task code, description, unbilled hours, unbilled amount, and credit (i.e., income) G/L number. Tasks without unbilled amounts are included, too (this lets you point out to the client the tasks that aren’t yet completed, for example). These tasks aren’t automatically saved with the invoice; to include these tasks, check the “X” checkbox.

Client number The client number is copied from the job ticket, but can be changed. This lets you bill a different client (such as an accounting department) for this job’s charges.

3 Enter the invoice date, due date, and accounting period.

4 Enter the client’s PO number, terms, and charge number.

Debit (i.e., A/R) account The debit G/L number indicates which receivable account will be updated when the invoice is posted. Posting creates one journal entry that debits an Accounts Receivable account for the invoice’s total amount, including sales tax.

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.

Progress billing’s percentage The percentage is used to calculate the invoice’s billing amounts. Any percentage of the job’s unbilled costs can be billed. Normally, 100% of the job’s unbilled costs are billed. To bill a portion of the job’s unbilled costs, enter the percentage then press Tab. The invoice’s billing amounts will change instantly, reflecting the new percentage.

5 Mark the “X” checkbox on the tasks that should be included on this invoice.

Some or all of the job’s tasks can be included on a progress/final billing. This lets you bill only certain tasks on an invoice, saving the others for a future billing (it’s always up to you, since a job can be billed many times).

To include the job’s change order amounts, select the include change orders option; the billing amount will reflect the task’s unbilled costs plus its change orders. The include unbilled POs/IOs option combines the task’s unbilled costs and unbilled commitments together in the billing amount. Use this option when you want to bill for the job’s actual, posted costs as well as leftover purchase or insertion orders. It lets you bill for what you expect the job’s final costs to be, before the vendor’s invoices actually arrive. When the POs are eventually invoiced by the vendor, you’ll have already billed for them. (The job’s unbilled totals will always show the correct balances). The roll up billing amounts by task lets you consolidate several tasks together into a single task; use it to show your client less detail than actually exists on the invoice. The show hours billed option copies each job task’s unbilled hours to the invoice. Use this option if your client requests to see billed hours for each task.

6 Click Save.

When the invoice is saved, its billing amounts for each task are applied to the job’s costs one-by-one. The task’s oldest costs are billed first. If the task’s unbilled costs are billed completely, then their cost statuses will be changed to “billed” automatically. Costs up to the billing amount will be changed to “billed.” If a cost is only partially billed, the cost status changes to “partial”, the remaining costs will keep a status of “unbilled.” You can see how Clients & Profits allocated billings to costs by opening the invoice’s Billing Worksheet.

The invoice’s billing amounts can be changed anytime prior to posting the invoice. There are no restrictions to the amount billed on invoices; you can bill for less or more than the job’s costs if the invoice calls for it. The job’s work in progress is updated automatically.