In-House Training: Chargebacks/Billing
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 in order to help create a more automated workflow for your agency, while still being allowed 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 is starting with the project's Account Manager flowing into final verification with the billing department, and finally printing the client's invoice.
Why is this important? In-house creative departments may need to chargeback to various departments’ budgets for the completion of their creative work. By establishing project budgets, tracking actuals, and charging back for the deliverables, it allows more transparent timeline and cost management between the creative department and their associates requesting the deliverable.
REVIEW BILLING METHODS
We will discuss the different methods available to use for billing in Workamajig.
- Time and Materials
- Fixed Fee
- 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 only 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 from the approved worksheets.
DISCUSS PROCESS AND APPROVAL OF METHODS AND 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 AN INVOICE AND INVOICE LAYOUTS
Once we are able to create an invoice, we will then print the invoice to PDF.
We will then print it using several predefined layouts, and discuss how it can be modified further.
- Solidify your billing workflow.
- Setup your invoice layouts.
- Confirm client setup for billing defaults.
- Confirm project template setup.
- Review standard billing reports.
- Update AE/Project Manager Deployment Guide.
- Update Traffic Deployment Guide.
- Update Creative/Production Deployment Guide.
- Update AP/Purchasing Deployment Guide.
- Update AR/Billing Deployment Guide.
- Update Accounting Deployment Guide.
- Update appropriate Implementation Checklist.
Remember, as your training and support team, we are here to help. If you have difficulty with your homework please email firstname.lastname@example.org. Your Account Manager or other Support Team member will assist you.