Clients can be billed for anything you do for them. A/R invoices are seamlessly
integrated with jobs and costs, so billing is particularly quick and easy --
and can be mostly automatic.
Every kind of client invoice -- including deposits,
retainers, advances, credits, and discounts --
should be added into Accounts Receivable. Invoices
have one or more line items, which contain the
actual billing amounts. Every task on a job can
be billed as a separate line item on an invoice,
providing your clients with a clear, detailed billing
-- one that looks like their estimate.
Before billing a job
1 Check to ensure both the job and the task are set to be billable. This will effect both entered time and entered expenses.
Look to be sure that the 'Always Unbillable' option checkbox in the edit windows for both the job and the specific task is unchecked.
2 Pay close attention to whether the task is to be billed by client, staff, or task. There must be an amount associated with the chosen option in order for an amount to correspond to the task and the job.
 Client rates are set in the client's billing info link found through the my clients window.
Staff rates are set under the setup>staff menu. Choose the staff member, and make sure there are amounts set for the billing option for both standard and overtime rates. It is advisable at this time to make sure there are cost rates set as well.
Task rates are set in the edit task window. Make certain there is a specific dollar amount greater than 0.00 in the rate field if the option is set to bill by task.
| Note: It's important that these three areas have billing rates entered properly before work on any job begins. If not, time spent on job tasks will render a job unbillable, resulting in a blank billing hot sheet. |
To use the Accounts Receivable window
1 Choose Accounting > Accounts Receivable.
The Accounts Receivable window opens, displaying
the last added invoice.
Use the Accounts Receivable window's toolbar buttons
to add, edit, edit amounts, delete, print reports,
and print invoices.
Click the next or previous buttons to select
the next or previously added invoice. You can find
an invoice by entering its invoice number then
clicking the find button. As you browse from invoice
to invoice, Clients & Profits ASAP keeps track
of the last 25 invoices you've viewed.
To add an invoice
Client billing is based on jobs, tasks, and costs.
Job tickets track everything you spend by task,
whether it's time, buyouts, or out-of-pocket expenses. Once a job ticket is pre-billed, it will appear in the billing hot sheet. See how to pre-bill a job ticket in this short tutorial video.
1 From the Accounts Receivable
window, click the add button.
The Billing window opens listing all the job tickets
that have unbilled costs. The list is sorted by
client number and then by job number.
2 To select a job ticket to be
billed, click on the job ticket's bill now checkbox.
3 Click Save.
Clients & Profits ASAP will then automatically
create the invoice for you. Each task with unbilled
amounts will be added to the invoice.
To edit an invoice
Anything on an invoice can be changed.
1 From the Accounts Receivable window, find an
invoice.
2 Click the edit button.
3 Make your changes, then click Save.
To delete an invoice
1 From the Accounts Receivable window, find the
invoice.
2 Click on the delete button.
Once the invoice is deleted, its number can be
used again.
To add, edit or delete billing amounts
Billing line items contain the real details about
an invoice. Almost everything about an invoice
line item can be changed. The invoice itself only
contains a general description of the billing,
while the line items contain the actual tasks and
amounts. Click here for step-by-step instructions.
Printing Accounts Receivable Reports
A/R Reports summarize invoices, showing what
you've billed to clients, jobs, and G/L accounts.
A/R reports can be used for reporting sales, tracking
billings by client, and auditing your accounting.
Click here for step-by-step instructions.
Printing Invoices
Client Invoices can be printed at any time. Invoices
can be printed individually, or in batches for a
range of invoice numbers. A batch of invoices can
also be printed for the same client and a range
of invoice dates; this option lets you print the
month's invoices for one client quickly and easily.
Click here for
step-by-step instructions.
To edit an invoice's description
1 From the Accounts Receivable window, find an
invoice then click the Description link.
2 Make your changes, then click Save.
To view an invoice's payments
1 From the Accounts Receivable window, find an
invoice.
2 Click on the Payments
link.
All payments added for the selected invoice will
appear here.
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