Attendees: Core Workamajig Implementation Team, Account Managers, AR Team, Accounting Team.
In the last session, you worked on entering all of the costs associated with the project.
In this session, you will work on your billing process. Workamajig allows you to set up the client and project to help create a more automated workflow for your agency, while still allowing you to invoice in a number of different ways.
Workamajig uses the concept of Electronic Billing Worksheets to route project billings through an approval process. This starts with the project's Account Manager flowing into final verification with the billing department, and finally printing of the client's invoice.
Another option is to use the Mass Billing screens to review amounts to bill and project details and generate client invoices.
Why is this important? Defining a billing workflow for your agency ensures that everybody is on the same page at the same time, thus reducing missed or late billings to the client. Sales can provide a defined workflow to new/current clients, Creative Staff know they need to be diligent and timely for entering expenses and time against projects. AE/PMs are able remove clutter from the billing process. Billing/Accounting know that transactions are being picked up and recorded properly.
Review Billing Methods
We will discuss the different methods available to use for billing in Workamajig.
- Time and Materials
- Fixed Fee
- Pre-Bill Media Orders
- Advanced Bill
Some or all of this may have been discussed in the Accounting Setup.
- Client Defaults
- System Defaults
- Project Defaults
Walk-Through a Billing Scenario
Typically an hour-long call permits enough time to focus on one type of billing and its process. If this is the case, the best billing method to review is Time and Materials, as it will show the Workamajig's billing functionality to its fullest.
For example, we may show you how to create a Billing Worksheet, review the worksheets and its transactions (time and expenses), approve the worksheet, then generate an invoice form the approved worksheets.
Discuss Process and Approval of Client Invoices
From here, we will go into more detail of the billing scenario and discuss the chain of approval for the desired method. For example, who should approve the billing worksheets vs. who should approve the invoice.
Printing or Emailing an Invoice and Invoice Templates
Once we create an invoice we will then print the invoice to PDF using several predefined layouts, and discuss how it can be modified further.
We will also discuss whether or not you want to use the 'email invoices' feature to send electronic copies of invoices to clients.
- Solidify your billing workflow.
- Set up your invoice templates.
- Confirm client setup for billing defaults.
- Review standard billing reports.
- GL Tracking Options: AR Account, Advance Bill Account.
Remember, as your training and support team, we are here to help. If you have difficulty with your homework please email email@example.com. Your Account Manager or other Support Team member will assist you.