Manage client job billing instructions and generate invoices from a central place.
Overview
In addition to managing monthly billing instructions, the Job Cost & Billing Summary can be used to generate invoices based on these instructions. This function enables billing teams to generate multiple client job invoices at one time.
Dates
The Client Invoice Date and Include Transactions Dated fields go hand-in-hand to set up a Billing instruction view to align with your monthly billing run.
For example, if you specify a Client Invoice Date of July 25, 2022, 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 July 2022 |
| Up to Invoice Date | dated up to July 25, 2022 |
| Prior to Invoice Month | dated before July 2022 |
| Up to Selected Date |
up to the date specified on the Transactions Up To field |
| All Dates | all transactions |
Invoicing Instructions
Client or job managers can use the Job Cost & Billing Summary page to communicate billing instructions to the Finance team.
In addition to the platform's standard invoicing instructions (listed below), additional billing notes can be entered against each job.
Monthly instructions are saved based on the Client Invoice Date and Include Transactions Dated entries.
| Invoice instruction type | Notes |
| No Billing This Month | |
| Bill Estimate | |
| Bill Estimate less prev. Estimate Billed | |
| Bill Costs | |
| Bill Costs less prev. Estimate Billed | |
| Bill Scheduled Invoices | Click here for a tutorial on creating an invoice schedule for a job. Scheduled invoices are generated from the Accounting>Receivables>Invoice Multiple Estimates page. |
| Bill Free Form | Free form invoice amounts cannot be entered on this view. To generate a freeform invoice, navigate to Accounting>Receivables>Client Job Invoices. |
| Make Job Inactive |
This does not automatically close jobs at this time. In a future release, jobs with this status will have WIP Take Ups created for any WIP balances that are not marked as "Hold" |
| Take Up WIP Balance |
This does not automatically reconcile WIP balances. To reconcile the WIP balance on a job, see How to create a WIP Take Up In a future release, jobs with a status of "Make Job Inactive" will have WIP Take Ups created for any WIP balances that are not marked as "Hold" |
Hold or release detailed line items for billing
Clicking on the Job No. brings up the Job Cost & Billing Detail page for the job. From this view, you can select specific transactions to Hold (exclude from) or Unhold (release) for billing.
Batch billing
Instruction types and notes are now actionable from the Job Cost & Billing Summary page. Users with access to generate Client Job Invoices will be able to select one or more jobs and click on the Create Client Invoices button.
From here, you can generate final or draft invoices for the jobs selected.
An alert will come up if you have more than one approved and active (not superseded) Estimate and you chose an instruction type of Invoice Estimate less prev. Estimate Billed for specific jobs. You will need to invoice those jobs from Accounting>Receivables>Client Job Invoices to select the Estimate version to invoice.
Sub Jobs
A check box labeled Invoice at Master Job Level is available on the Job Cost & Billing Detail view. Leave this unchecked if billing each sub job individually. If checked, a single invoice will be generated for all sub jobs selected from the Summary view.