Centralized and customizable view of client job costs
The Job Cost & Billing Summary page provides a centralized and customizable view of all billable jobs. Job managers and stakeholders can use this page to facilitate communication regarding the financial status of the job.
Getting started
Navigate to the Jobs > click on Job Summaries > select the Job Cost & Billing Summary option.
Filters
Use the Filters provided to limit the data on the page. Special attention should be made to the following fields:
- Client Invoice Date -> This is the date that will appear on the client invoices generated. This date also determines the Accounting Month and Year for the invoices. This date does not apply to scheduled invoices or free-form invoices.
- Include Transactions Dated -> This drop down selection works in conjunction with the Client Invoice Date field. For example, if the Client Invoice Date is January 20, 2023, the Include Transactions Dated selection will filter the list of billable jobs as follows:
| Option | The view will include transactions: |
| Up to Invoice Month | dated up to the end of January 2023 |
| Up to Invoice Date | dated up to January 20, 2023 |
| Prior to Invoice Month | dated before January 2023 |
| Up to Selected Date |
up to the date specified on the Transactions Up To field |
| All Dates | all transactions regardless of date |
Note - The Transactions Up To field appears only when the Include Transactions Dated selection is Up To Selected Dates.
Customize and Share Your View
Launch available views by clicking on the Columns button. Choose from a list of views that have been published and shared by your administrator, modify them and save as your own, or create a new one from scratch.
Job Cost & Billing Summary Columns
All summary-level views require the Job No. and includes additional job details: Job Description, Client Code, Client Name, Product Code, Product Name, Office Code, Office Name, Office Currency Code.
Invoicing Columns
Client or job managers can use the Job Cost & Billing Summary page to communicate billing instructions to the Finance team. The Finance team can also use some of these options to initiate the billing process.
| Invoice Instruction | Description |
| No Billing This Month | *Used to communicate instructions to Finance |
| Bill Estimate |
Bill approved estimate(s) on the job. *Used to initiate the billing process. |
| Bill Estimate less prev. Estimate Billed |
Bill approved estimate(s) less previously billed estimates. *Used to initiate the billing process. |
| Bill Costs |
Bill approved charges on the job. *Used to initiate the billing process. |
| Bill Costs less prev. Estimate Billed |
Bill approved charges less previously billed estimates. *Used to initiate the billing process. |
| Bill Scheduled Invoices |
*Used to initiate the billing process. Scheduled invoices can also be generated from the Accounting menu > Receivables > Invoice Multiple Estimates page. Click here for a tutorial on creating an invoice schedule for a job. |
| Bill Free Form |
Free form invoice amounts cannot be entered on this view. To generate a freeform invoice, navigate to the Accounting menu > Receivables > Client Job Invoices. *Used to communicate instructions to Finance |
| Make Job Inactive |
*Used to communicate instructions to Finance To close one or more jobs, select the jobs and click the "Make Inactive" button. The system will display an error message if a job cannot be closed. For example, there might be a WIP balance on the job. |
| Take Up WIP Balance |
*Used to communicate instructions to Finance To take up the WIP balance on a job from this page, select the job (or multiple jobs) and click the "Take Up" button. See How to create a WIP Take Up for an alternate way to reconcile WIP balances on jobs. |
In addition to the platform's standard invoicing instructions listed above, additional billing notes can be entered against each job by clicking on the Instruction Notes icon (
) next to the Invoicing Instruction.
There are 6 cost categories with 6 or more cost types:
| Column | Description |
| Estimate Amounts | |
| Estimated Time | Estimated Job Total for Time (‘T’) charge type lines |
|
Estimated Internal Charges |
Estimated Job Total amount for Internal (‘I’) charge type lines |
| Estimated Supplier Costs | Estimated Job Total amount for External/Supplier (‘S’) charge type lines |
|
Estimated Mark Up |
Sum of the Mark up amount applied to Estimate line items (if any) |
| Estimated Service Fee | Estimated Job Total amount (if any) of Service Fee chargeable to the client |
| Estimated Total | Estimated Job Total amount (excluding VAT/GST taxes) |
| PO Amounts | |
| PO Supplier Costs | Job Total amount of Purchase Orders – net cost |
| PO Mark Up | Job Total amount of Mark Ups chargeable to the client (if any) on Purchase Orders |
| PO Service Fee | Job Total amount of Service Fees chargeable to the client (if any) on Purchase Orders |
| PO Total | Job Total amount of Purchase Orders (excluding VAT/GST taxes) |
| Unmatched PO | Job Total amount of Purchase Orders – net cost less the amount of Supplier Invoices already matched against Purchase Orders |
| Billable Amounts | |
| Billable Time |
Job Total billable amount of Timesheets |
| Billable Internal Charges |
Job Total billable amount of Internal Charges |
| Billable Supplier Costs |
Job Total Billable amount of External/Supplier invoices/payments |
| Billable Mark Up |
Job Total Billable amount (if any) of Mark Ups chargeable to the client |
| Billable Service Fee |
Job Total Billable amount (if any) of Service Fee chargeable to the client |
| Billable Total |
Billable Job Total amount (excluding VAT/GST taxes) |
|
Billed Amounts |
|
| Billed Time |
Job Total amount of Time billed to the client |
| Billed Internal Charges |
Job Total amount of Internal Charges billed to the client |
| Billed Supplier Costs |
Job Total amount of External/Supplier invoices/payment amounts billed to the client |
| Billed Mark Up |
Job Total amount (if any) of Mark Ups billed to the client |
| Billed Service Fee |
Job Total amount (if any) of Service Fee billed to the client |
| Billed Total |
Job Total amount billed to the client (excluding VAT/GST taxes) |
| Unbilled Amounts | |
| Unbilled Billable Time |
Job Total amount of Time not yet billed to the client |
| Unbilled Billable Internal Charges |
Job Total amount of Internal Charges not yet billed to the client |
| Unbilled Billable Supplier Costs |
Job amount of External/Supplier invoices/payment amounts not yet billed to the client |
| Unbilled Billable Mark Up |
Job Total amount (if any) of Mark Ups not yet billed to the client |
| Unbilled Billable Service Fee |
Job Total amount (if any) of Service Fee not yet billed to the client |
| Unbilled Billable Total |
Job Total amount not yet billed to the client (excluding VAT/GST taxes) |
| Balance Amounts | |
| Balance Time |
Job Total amount of billable Time less billed time |
| Balance Internal Charges |
Job Total amount of Internal Charges billable to the client less Internal Charges billed to the client |
| Balance Supplier Costs |
Job Total amount of External/Supplier invoices/payment amounts billable to the client less External/Supplier invoices/payment amounts billed to the client |
| Balance Mark Up |
Job Total amount (if any) of Mark Ups billable to the client less Mark Ups billed to the client |
| Balance Service Fee |
Job Total amount (if any) of Service Fee billable to the client less Service Fee billed to the client |
| Balance Total |
Job Total amount billable to the client less Job Total amount billed to the client (excluding VAT/GST taxes) |
| WIP Balance |
Job Total WIP/Advance Billing Balance |
| Accrued Revenue | Job Total Balance of Accrued Revenue |
| Deferred Revenue | Job Total Balance of Deferred Revenue |
| Non billable amounts | |
| Non Billable Time | Sum of billable value of hours marked as non-billable |
| Non Billable Supplier Costs | Sum of non-billable supplier costs (including approved expense claims/credit card transactions) |
Client invoice totals and manager approval status columns are also available for selection:
| Column | Description |
| Scheduled Invoices This Month | Job Total of Client Invoices (excluding VAT/GST taxes) scheduled to be invoiced this month |
| Draft Invoices This Month | Job Total of Draft Client Invoices (excluding VAT/GST taxes) created this month |
| Final Invoices This Month | Job Total of Final Client Invoices (excluding VAT/GST taxes) created this month |
| Manager Approval Status | The status (Submitted, Approved, Rejected) of Client Invoices (excluding VAT/GST taxes) created this month (Only applicable for agencies using the Manager Approval function for Client Invoices) |
Create Client Invoices
Once Invoicing Instructions have been completed, select the jobs to create client invoices by clicking on the box to the right of the job. You can select multiple jobs at once.
By selecting at least one job, the Create Client Invoices button will be active. Click on this button to begin the process.
A pop-up window will appear confirming the FX rate to be used, if line amounts are to be rounded, and if you would like to issue draft or final invoices.
Note - Only jobs with the following Invoicing Instructions will produce a draft or final invoice when the Create Client Invoices button is clicked:
- Bill Estimate
- Bill Estimate less Previously Billed Estimate
- Bill Costs
- Bill Costs less Previously Billed Estimate
Jobs with Bill Scheduled Invoices, Bill Free Form, Make Job Inactive, and Take Up WIP Balance will not create client invoices.
Pro Tip - Job Cost & Billing Detail
Right click on the Job No. and open a new tab/window to see all transactions related to the job. To learn more, see Job Cost & Billing Detail.
Write Off or Recognize Revenue
From this page, the entire job balance can be written off to expense or taken up to revenue. Check the box next to the job then click on the Take Up button. The system will display the WIP Take Up Wizard.
Notes:
1) The job field is uneditable in the WIP Take Up Wizard, if coming from the Job Cost & Billing Summary page. The system carries the job based on the check mark from the Job Cost & Billing Summary page.
2) WIP Take Ups from the Job Cost & Billing Summary page are for the entire job balance. Therefore, the system pre-selects the Job Balance option in the WIP Take Up Wizard.
Enter or amend details on this page. Click here for a detailed overview of the WIP Take Up Wizard.
Once complete, click on the NEXT button and the system will display the Search WIP Take Ups page. Search for the take up by filtering on Unapproved Only. Select the take up records to be approved by checking the box to the left and clicking on the APPROVE button.
WIP Take Up records must be approved in order to make a financial impact. Unapproved WIP Take Up records will not affect expenses or revenue.
Closing a Job
From the Job Cost & Billing Summary page, jobs with a zero WIP balance can be closed. Check the box next to the job to be closed and click on the Make Inactive button. The system will mark this job as inactive and populate the Date Closed field with the current day.
