Billing Schedules
Billing schedules allow you to create a timeline of when a project or campaign should be billed. It can be a specific date or a task in the schedule of the project. It also allows you to set a specific amount or percentage of budget to bill during the billing cycle.
Project Billing Schedules | Mass Billing | Campaign Billing Schedules
Project Billing Schedules
Project Setup
In the project, click Project Settings > Billing Schedule.
Once there, click on the + add a new schedule.
The Billing Schedule will display
- Labor - the total Labor budget from all approved estimates
- Expenses - the total Expense budget amount from all approved estimates
- Total Budget - total Labor and Expenses Gross amounts from all approved estimates (regular and change order)
- Billable Budget - Budget amount to bill. This will vary depending on the Billing Method options selected
Entering the Billing Schedule
- Enter either a dollar amount or a percentage of the budget To Bill. The system will display the Estimated Amount.
- If you fill out a date To Bill and a task, the system will use whatever comes first. If the date is 1/10 but the task listed is completed 1/9, the system will prompt you to bill on 1/9.
- Billing Comments. These will display in Mass Billing screens or in Billing Worksheets.
- If you select the Create Invoice as Advance Bill, the system will generate the invoice as an Advance bill invoice.
For T&M Projects with a Billing Schedule: If you enter a Billing Schedule on a project with a Time and Materials Billing Method; then all entries on the billing schedule will automatically be considered Advance Bill invoices. You will not have the option to select Advance Bill invoice or Revenue Invoice.
NOTE: If the project Billing options has the Expenses not included checkbox selected, the system will use the labor budget amount only when calculating by percentage of budget. If the Expenses not included checkbox is NOT selected, then it will include both labor and expenses when calculating the percentage of budget.
Once you enter a Billing Schedule, the system will display an additional section to summarize the Billing Schedule.
- Scheduled Advance - will display the total of all Advance Bill Scheduled amounts.
- Scheduled Revenue - will display the total of all Revenue Scheduled amounts.
- Remaining Schedule to Bill - will display the total of all remaining scheduled amounts for both Advance Billing and Revenue Billing schedules.
Project Billing
When you bill the scheduled amounts, the system will update the Billing Schedule with the Client Invoice Number, Amount Billed and Date Billed. The Remaining Schedule to Bill will update with the remaining scheduled amounts to bill.
For more details, please review the Billing Today Page.
Mass Billing
For T&M Projects with a Billing Schedule:
The Project will display in the Time and Materials section of Mass Billing under the subsection Projects with a Billing Schedule to create advances.
A project budget is not required.
For Fixed Fee Projects with a Billing Schedule:
The Project will display in the Fixed Fee section of Mass Billing. The line will display whether the invoice to be generated as an advance bill invoice or not.
A project budget is required.
Billing Worksheets
For T&M Projects with a Billing Schedule:
The Project will display in the Fixed Fee section of the Generate Billing Worksheet screen.
A project budget is required.
For Fixed Fee Projects with a Billing Schedule:
The Project will display in the Fixed Fee section of the Generate Billing Worksheet screen.
A project budget is required.
Campaign Billing Schedules
Campaign Setup
Campaign Billing schedules allow you to create a timeline of when a Campaign should be billed.
In the Campaign > Campaign Settings > Billing Schedule
Once there, click on the + add a new schedule
The Campaign Billing Schedule will Display
- Labor - the total Labor Budget from all approved Campaign Estimates
- Expenses - the total Expense budget from all approved Campaign estimates
- Total Budget - total Labor and Expense gross amounts from all approved Campaign estimates (regular and change order)
- Billable Budget - Budget amount to bill. This will vary depending on the Billing Method options selected.
Entering the Campaign Billing Schedule
- Enter either a dollar amount or a percentage of the budget To Bill. The system will display the Estimated Amount.
- Billing Comments. These will display in Mass Billing screens or in Billing Worksheets.
- If you select the Create Invoice as Advance Bill, the system will generate the invoice as an Advance bill invoice.
If the Campaign is set up with Bill By Project or Bill by Campaign (Use Campaign Budget not checked); then all billing schedules are set to automatically bill as an Advance Bill Invoice. There is no option to select Advance Bill or Revenue Invoice.
Campaign Billing
Mass Billing
Campaign with Bill by Project or Bill by Campaign (Use Campaign budget unchecked) - When a Billing Schedule is entered for an advance bill invoice, the Campaign will display in the Campaign Fixed Fee section of Mass Billing.
A campaign budget is not required.
Billing Worksheets
Campaign with Bill by Project or Bill by Campaign (Use Campaign budget unchecked) - When a Billing Schedule is entered for an advance bill invoice, the Campaign will display in the Campaign Fixed Fee section of Billing worksheet generate screen.
A campaign budget is required.
NOTE: If the Campaign Billing options has the Expenses not included checkbox selected, the system will use the labor budget amount only when calculating by percentage of budget. If the Expenses not included checkbox is NOT selected, then it will include both labor and expenses when calculating the percentage of budget.
Once you enter a Billing Schedule, the system will display an additional section to summarize the schedule.
- Scheduled Advance - will display the total of all Advance Bill Scheduled amounts.
- Scheduled Revenue - will display the total of all Revenue Scheduled amounts.
- Remaining Schedule to Bill - will display the total of all remaining scheduled amounts for both Advance Billing and Revenue Billing schedules.
Campaign Billing Schedule
If you billed the Campaign through Mass Billing or Billing Worksheets, the system will update the Billing Schedule with the Client Invoice Number, Amount and Date Billed. The Remaining Schedule to Bill will update with the remaining scheduled amounts to bill.