Deployment Guide for Billing

 

As a member of the AR/Billing Staff, you will want to be familiar with:

The Billing Cycle

Generate Retainer Invoices

Generate Media Invoice

Generate Billing Worksheets for Project Invoicing

Tracking Billing

 If you do not see items described in this guide following your login to Workamajig, please contact your agency's Workamajig Administrator(s).

 Billing Cycle

Your billing cycle should be conducted in the following order: 1) Retainer Billing, 2) Media Billing, and 3) Generate Project Billing Worksheets.

The reason behind this order is that it allows you to clear out all transactions related to pre-approved invoicing, consisting of your Retainer and Media transactions. By clearing out these transactions/projects, your normal project, billing via Billing Worksheets, will be a cleaner process.

 RETAINER BILLING

1. From Menu > Billing > Mass Billing > Retainers.
2. In the Client text box, enter a client id if you want to search for retainers for a specific client.
3. In the Through Date text box, enter a date to search for transactions through. If you only want to bill expenses through the end of last month, The through date would be the last day of last month.
4. In the Invoice Date text box, enter the invoice date that should be used on the generated invoices.
5. In the Posting Date text box, enter the posting date that should be used on the generated invoices.
6. Click the Search button to find all retainers to be billed.
7. Select the "checkbox" next to each retainer that you want to bill.
8. Click the Generate Invoices button at the bottom of the list. This will create the invoices and send them for approval.

 MEDIA BILLING

1. From Menu>Billing>Mass Billing>Media.
2. Set the "through date" for your media orders. Typically these will be out 3-6 months.
3. Set "through date" for Vendor Invoices. Typically, this will be set to a current period.
4. Select the Orders and Voucher you wish to bill for.
5. Click Generate Invoices.

    

BILLING WORKSHEETS

 Video: Billing Worksheet Workflow

The use of Billing Worksheets is ideal for agencies that handle many projects at one time, and require input from account managers in the billing process.

This integrated billing process allows you to complete the review process faster, with fewer mistakes and missed billing opportunities.

Overview of the steps taken when using Billing Worksheets:

1. Generation: The accounting department initiates the generation of billing worksheets.  They are forwarded to the designated reviewer(s).

2. Review:�� A designated reviewer (the Account Manager on a project) can review, edit, and transfer transactions.  The billing worksheet is then forwarded back to accounting for approval.

3. Approval:�� A designated approver can edit transactions and approve billing worksheets.

4. Create Invoices:�� Once approved, the accounting department can turn the billing worksheets into client invoices.

There are a couple of options that can be set at the project level to help determine how the project should be billed:

1.  Billing specifications should be set at the project level under the Project Setup > Billing tab:

   • Billing Method (Time and Materials, Fixed Fee, or Retainer)

   • Labor Billing Rates

   • Purchasing and Media Markups
      

NOTE:  This information can also be set at the Client level and defaulted onto projects and billing worksheets when they are created, further simplifying the setup.

2. On the Accounting tab of the project, the optional Billing Schedule can be edited to designate the project'��s billing to be incremental. This will inform the system to flag this project to create a fixed fee billing worksheet based on the billing schedule provided on the project.
    

NOTE:  This step is not necessary for Retainers, as this information is defined in the Retainer Plan.

 

Generate Worksheets

1. From Menu > Billing > Billing Worksheets >click Generate Worksheets.

2. Specify criteria such as client ID, through date, and options.

3. Click the Search button to see a list of projects meeting your criteria.

4. Select the projects you want to create the billing worksheet for. We recommend that you use the select ALL box.

5. Click Generate Worksheet button.

Each project will have its own billing worksheet to be reviewed and approved. If using the One Invoice Per Client option, for example, then the worksheets will appear with a Master Billing Worksheet.

Approve Billing Worksheets

Once the AE from the project is done with the worksheet, they will submit for approval. The worksheet will now be in your My Items to Approve box. This allows you to review what the AE has asked to be done for the client project. You are able to edit and approve the worksheet or reject it with comments sending it back to the AE for changes.  Once fully approved, the worksheet is ready to become an invoice.

Create Invoices from Billing Worksheets

Prior to generating invoices, go to Menu>Billing>Billing Worksheets. Confirm that all worksheets for the period have been Approved. Cycle through the listings, "In Review" and "Submit for Approval". These should be empty.

From this same screen, click on the Generate Invoice icon, located along the left side.

From the Generate Invoice screen, all approved billing worksheets and master worksheets can be found in the Create Invoice tab of the Billing Worksheet menu window. Simply, indicate which worksheets you would like to bill, and press the Generate Invoices button.

All related billing worksheets must be approved before the master worksheet can be approved.

Search for Saved Billing Worksheets.

Billing Worksheets are permanently stored in the database to provide an audit trail of the billing from Menu > Billing > Billing Worksheet > Search.

When you open a billing worksheet to its Worksheet Settings tab, you will see a summary of the key information. The Details tab of a billing worksheet shows the transactions that were automatically included on the worksheet during the initial generation process.

NOTE: Projects can only have one billing worksheet in progress at any time. Also, no transactions can be modified outside of the Billing Worksheet while they are included on a billing worksheet currently in progress.

Invoice Printing

How an invoice prints out are determined by the Invoice Layout selected and how the invoice is generated using the above methods. It is suggested that you generate the invoice with as much detail as possible, then use the invoice layout to print to the level of detail/summary you want.

 Tracking Billing

You will be tracking purchasing via the following locations:

Menu>Billing>Client Invoice

Menu>Billing>Billing Worksheets

Menu>Billing>Receipts

Menu>Reports>AR Reports>AR Aging