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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 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 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.
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