Job Cost & Billing Summary

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. 

Step by Step Guide:

1. ### Navigation

Jobs > Job Summaries > Job Cost & Billing Summary

2. ### Filters

Use filters to control the dataset displayed:

• Client Invoice Date: Defines invoice date and accounting period.
• Include Transactions Dated: Controls which transactions are included based on the selected logic:
  • Up to Invoice Month: Includes all transactions through end of invoice month.
  • Up to Invoice Date: Includes transactions through invoice date.
  • Prior to Invoice Month: Excludes invoice month.
  • Up to Selected Date: Enabled when “Transactions Up To” is visible.
  • All Dates: No date filtering.

3. ### Details on Invoicing Instructions Filter Option

Use this section to communicate billing actions or trigger invoice creation.

4. Invoicing Instructions – Quick Reference

• No Billing This Month – For communication only
• Bill Estimate – Generate invoice for approved estimates
• Bill Estimate less prev. Estimate Billed – Invoice remaining estimate balance
• Bill Costs – Invoice billable charges
• Bill Costs less prev. Estimate Billed – Invoice charges not already billed via estimate
• Bill Scheduled Invoices – Scheduled invoices generated from Receivables > Invoice Multiple Estimates
• Bill Free Form – Create via Receivables > Client Job Invoices
• Make Job Inactive – Close job if WIP is cleared
• Take Up WIP Balance – Post WIP to revenue or expense

💡 Use the Instruction Notes icon to add extra details for each job.

5. Custom Views – Overview

Click Layout to select or create a saved view. Views may include shared admin templates or user-defined configurations.

✅ Mandatory field:

• Job No.

📌 All other fields are optional and configurable based on user preferences or reporting needs. Users can scroll right to view all columns or tailor the layout to highlight only the data that matters most to them.

🔁 Saved views can be reused, and if the user has publishing rights, they can be shared across the agency.

6. Financial Column Categories – Quick Guide

Estimate Amounts
Shows the planned budget for the job based on approved estimates.
Includes: Estimated Time, Internal Charges, Supplier Costs, Mark Up, Service Fee, Total

PO Amounts
Displays the value of purchase orders issued against the job.
Includes: PO Supplier Costs, Mark Up, Service Fee, Total, Unmatched PO

Billable Amounts
Represents what’s currently eligible to be billed to the client.
Includes: Billable Time, Internal Charges, Supplier Costs, Mark Up, Service Fee, Total

Billed Amounts
Summarizes what has already been invoiced to the client.
Includes: Billed Time, Internal Charges, Supplier Costs, Mark Up, Service Fee, Total

Unbilled Amounts
Tracks billable amounts that haven’t yet been invoiced.
Includes: Unbilled Time, Internal Charges, Supplier Costs, Mark Up, Service Fee, Total

Balance Amounts
Shows remaining amounts to be billed by category and overall.
Also includes: WIP Balance, Accrued Revenue, Deferred Revenue

Non-Billable Amounts
Captures time or supplier costs flagged as non-billable.
Includes: Non-Billable Time, Non-Billable Supplier Costs

Invoice Totals & Approval Status
Tracks scheduled, draft, and final invoice totals for the month.
Also shows: Manager Approval Status (if approval workflow is enabled)

Tip: ### 🔧 The following functions can be performed directly from the Job Cost & Billing Summary report:

Creating a Client Invoice

Quickly initiate invoicing for multiple jobs.

• Select one or more jobs with valid invoice instructions (Estimate or Cost-based)
• Click Create Client Invoices
• Confirm FX rates, rounding, and choose Draft or Final

💡 Jobs with Free Form, Scheduled Invoices, or Make Inactive will not generate invoices from this screen

WIP Take Up

Recognize revenue or write off unbilled balances.

• Select job(s) > click Take Up
• The WIP Take Up Wizard will auto-select the job
• Use Job Balance to take up full balance
• Click Next, then filter by Unapproved Only
• Select and Approve the record
• ⚠️ Unapproved WIP Take Ups do not affect the ledger

Close Jobs

Mark jobs as inactive once fully reconciled.

• Ensure WIP balance is zero
• Select the job > click Make Inactive
• The system will auto-populate the Date Closed