Billing a campaign [in-depth guide] – Workamajig

Campaign billing settings

From the campaign's settings, you choose how the campaign will be billed.

Bill by

This determines how you want the system to handle the billing aspect of the projects within the campaign.

Project - When you choose 'project', then you can bill from each project individually. This also mass bills each project individually, creates billing worksheets for each project, and thus creates an invoice for each individual project as an end result
Campaign - When you select 'campaign', the system will create a single invoice as the end result via a master billing worksheet. The system will create a worksheet for each project to be reviewed separately as part of the master. Each project will be billed according to the billing method on the project. When mass billing the projects of the campaign, you can select to invoice all projects on one invoice.
Campaign: Use campaign budget - When you select 'use the campaign budget', the system will create a single invoice for the campaign’s budget. When billing via billing worksheets, the system will generate a master worksheet. There will be a fixed-fee worksheet for the campaign budget & a worksheet for each project.

Note: If 'expenses not included' is checked, the system will create a worksheet for each project for expenses to be billed

Bill by campaign

This allows you to create a fixed-fee (advance or revenue) invoice based on the campaign budget using the bill section from the campaign. When using billing worksheets, this will create a single master worksheet for the campaign & individual worksheets for each project.

NOTE: If you do not see the Bill section, then check to see if this is a campaign opportunity. And if so, once you make the campaign live, then the Bill section should appear.

One line per

This determines how the invoice line details are created when billing the campaign. But how the invoice prints is determined by the invoice templates.

NOTE: If you use taxes on some items, but not all, then you will want to create separate lines for each service/item. For more on this please refer to the Sales tax rates [in-depth guide].

Project - Creates one line per project in the invoices line details.
Billing item & item - Creates one line per billing item (used across all projects) and then a sub-line per service/item.
Project, billing item & item - Creates one line per project, then a sub-line per billing item, and then another sub-line per service/item.
Project & task - Creates one line per project and then a sub-line per task.

From the Bill section, you can quickly create an advance bill invoice based on the campaign's total budget.

Then utilize other billing processes, such as billing worksheets to recognize the actuals as revenue from the advance.

Bill by campaign - use campaign budget

When the 'bill campaign - use campaign budget' is selected, this allows you to create a fixed-fee (advance or revenue) invoice based on the campaign budget. The campaign budget can be billed from within the campaign using the Bill tab. The campaign budget can also be billed through billing worksheets or mass billing.

Bill by percentage of

Applies to billing worksheets only. This determines how the campaign budget is to be billed.

Bill by percentage of:

Estimate - Bills the campaign budget as a single line amount
Service/item - Bills the campaign budget based on the service & items budget amounts.
Billing Item and Item - Bills the campaign budget based on the Billing Item and Item budget amounts.
Project - Bills the project budget amounts, one line per project budget.
Segment - not available yet

NOTE: If 'Expenses are not included' is selected; then the system will bill the labor (services) budget amount only.

One line per (extras)

Applies to billing worksheets only. This determines how the extra expense line details are created. How the invoice prints is determined by the invoice templates.

Project - Creates one line per project in the invoices line details.
Billing item & item - Creates one line per billing Item (used across all projects) and then a sub-line per service item.
Project, billing item & item - Creates one line per project, then a sub-line per billing item, and then another sub-line per service/item.
Project & task - Creates one line per project and then a sub-line per task

You can also review our Billing worksheet [video] or Billing guides section for more detailed information.

Bill by project

Billing will be based on individual projects. If using billing worksheets, the settings on the client record will then determine how the worksheet(s) and invoice(s) are generated.

See our Client setup [in-depth guide] for more info.

Billing Schedule Considerations

Regardless of how you bill your campaign, you can use a billing schedule. The billing schedule would be used when billing on the Today Billing for Mass Billing and Billing Worksheets. The billing schedule is not adhered to when billing from within the Campaign.

When the Campaign is set to Bill by Project, the Billing schedule will use the Campaign budget amount to bill all invoices as Advance Bill Invoices.

When the Campaign is set to Bill by Campaign (and the Use Campaign Budget is not checked), the Billing schedule will use the Campaign budget amount to bill all invoices as Advance Bill Invoices.

When the Campaign is set to Bill by Campaign, Use Campaign Budget is checked, the Billing Schedule will use the Campaign budget amount. There is an option to designate whether the invoice is to be billed as an Advance Bill Invoice or as a Revenue invoice.

When the Campaign is set to Bill by Campaign, Use Campaign Budget is checked AND the Expenses Not Included box is checked; the Billing Schedule will use the Labor portion of the Campaign budget amount. It will exclude the Expense portion of the Budget. There is an option to designate whether the invoice is to be billed as an Advance Bill Invoice or as a Revenue invoice.

See our Billing Schedules guide for more info.