This means that you'll always know when vendor invoices,
time entries, and expenses were billed to a client,
the amount billed, and the client's invoice number.
Because Clients & Profits ASAP automatically
applies what you're billing to job costs, extra
data entry isn't needed. Instead, billing amounts
are applied to each task's costs, oldest first.
Client billings are based on job tasks, not literally
the job's costs. This means when you bill a job,
the amount that's billed is copied from the job
task. The job task gets the unbilled total from
job costs, but it's a separate amount. This gives
you the ability to bill for more or less than the
job's costs, without making adjusting cost entries.
Instead, you simply bill what you want to bill --
and Clients & Profits ASAP keeps track of the
unbilled work in progress automatically.
This tutorial
video shows how to pre-bill a job, print an invoice, and email an invoice to a client.
How billing amounts are applied to a job's
costs
The distribution of billing amounts to job costs
is automatic. Costs are updated as billing amounts
are saved (e.g., after a new task is added to an
invoice). You'll see a progress message while the
line item is being saved. At this point, the line
item's billing amount is applied to the task' oldest,
unbilled cost first. Then billing amounts are applied
methodically to the next-oldest cost, and so on
until there is no billing amount left.
For example: A job task ART has $1,000 in unbilled
costs, based on 10 time entries, 4 vendor purchases,
and 1 check. When you add an invoice for the job,
then enter the task ART, the line item’s billing
amount becomes $1,000 automatically (it is copied
from the task's unbilled total). When the line item
is saved, the $1,000 billing amount is applied to
the task's costs (oldest costs first). Its costs
are marked as billed, one-by-one, until no billing
amount remains. If you bill less than the task's
unbilled amount, some of your costs will remain
unbilled or maybe partially billed.
To see your job's unbilled costs
Costs and their billing information can be reviewed
by task or for the entire job.
To see costs for one job: From the Job Ticket
window, choose View point> Task costs. The billing
status for each job cost appears on the right side
of the Task Costs report.
To see costs and billing information for all
jobs: Choose Snapshots > Work in Progress. From
the Unbilled Cost reports, select Unbilled Costs
by Job, then enter a range of job status codes.
Costs will be shown for all jobs within the status
range selected.
The cost's billing status affects the job's unbilled
total. The job's unbilled total is the sum of its
unbilled costs. Only costs having the status of
unbilled or partial (for partially-billed costs)
will be included in the job task's unbilled total.
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