Difference between revisions of "Billable Items"

Latest revision as of 15:26, 19 April 2022

Billable items provide a flexible and versatile set of billing options, allowing you to bill for services using ad-hoc billing cycles, or configure the system to group and invoice them immediately or on a given date or event in the future.

You can view a list of billable items at Billing > Billable Items.

Billing Options

You can set a billable item to one of five billing options:

Don't invoice for now — Keep it in the client's account as an unbilled item.
Invoice on Next Cron Run — Generate an invoice for it the next time your daily cron job runs.
Add to User's Next Invoice — Add it to the next automated recurring renewal invoice that the system generates for products and services.
Invoice as Normal for Due Date — Set a specific date on which the item is due. The system will invoice it X days in advance, like all other products and services.
Recur — Set the item to recur every X number of Days, Weeks, Months, or Years for a defined or unlimited number of times. If a number is defined, it represents the total number of invoices to be generated.
Invoice Count — Displays the current number of invoices associated with the billable item. This increments each time an invoice is generated.

Creating a Billable Item

To create a billable item:

Click Add New.
Enter a description for the item, which should appear on the generated invoice.
Enter the amount to bill (the system will apply taxes as normal when the invoice generates).
Choose an invoice action from the ones above. If recurring, also enter how frequently and how many times to recur. Entering 0 in the times box will result in it recurring indefinitely.
Finally, if you have selected the "Invoice as Normal for Due Date" or "Recur Every" invoice action then you may specify a (Next) Due Date value to determine when the system will generate the first invoice by this billable item.
Leave invoice count at zero and then click to Save.

Managing Billable Items

You can review billable items on the Billable Items tab in a specific client's profile area or collectively in the Billing > Billable Items area. When editing a billable item, there will be a list of all invoices that the system has generated for it below the item's detail. This allows you quick and easy access to the invoice(s) relating to that item. In most cases, it will be just one but for recurring items the list will show all.

Products vs. Billable Items

To ensure the best experience for your clients, it's important to know when a billable item or a product would be more appropriate. The differences are:

Only staff can add billable Items. Clients can add products via the public order form.
The client area doesn't display billable Items. The "My Services" page in the client area displays products.
Invoices for both Billable Items and Products will be visible to clients and staff.
Billable Items can generate one-time or recurring invoices with any frequency from daily upwards. Products can generate one-time or recurring invoices on specific billing cycles only (Monthly, Quarterly, Semi-Annually, Annually, Biennially, or Triennially).
Typically, you should use billable Items for items unique to an individual client, and use products for items that many clients will buy.

Time Billing

A feature of billable items is the creation of time billing entries, a method of billing for time working on a project (without the added features or complexity of the Project Management Addon).

For example, if you wanted to record that you had completed one hour of consultation work at $50/hour, 2 hours of design work at $80/hour, and 1 hour of travel time at $25/hour, you could save time by entering this using the time billing UI.

Add Time Billing Entries Screen

To do this:

Navigate to Clients > View/Search Clients.
Select a client.
Click the Billable Items tab.
Click Add Time Billing Entries.

You can then complete the fields to enter details of the work that you performed. You can use the "Item" menus to automatically load in details of your products to save time entering them. The system won't link these to a product or service and they are purely a time-saver. You can enter custom items by leaving the dropdown as "None" and entering the description, hours, and rate manually.

Clicking Add Entries will then create these billable items. All items that you create from this page will have the Don't Invoice for now invoicing option.

When it's time to invoice the client for the work, you can select the billable items from the Billable Items tab and click Invoice Selected Items.

@@ Line 1: / Line 1: @@
-Billable items allow you to add items for a client to be billed that aren't limited to preset products or fixed cycles and are therefore very flexible.  A billable item can be set to 1 of 5 invoice options:
+Billable items provide a flexible and versatile set of billing options, allowing you to bill for services using ad-hoc billing cycles, or configure the system to group and invoice them immediately or on a given date or event in the future.
-*'''Don't invoice for now''' - so it will remain listed in the clients account as an unbilled item
+You can view a list of billable items at '''Billing > Billable Items'''.
-*'''Invoice on Next Cron Run''' - generate an invoice for it the next time your daily cron job runs
-*'''Add to User's Next Invoice''' - not necessarily on the next cron run but when the user next gets an invoice for one of their products or services, include the item
-*'''Invoice as Normal for Due Date''' - allows you to set a specific date the item is due and it will be invoiced X days in advance like all other products/services
-*'''Recur''' - allowing you to set for the item to recur every X Days/Weeks/Months or Years for Y Times
-===Adding a Billable Item===
+[[File:Screenshot 2017-05-17 09.59.05.png|750px]]
-# To add an item, either go to '''Billing > Billable Items > Add New''' or from the client summary page of the client you want to add it to, click the '''Billable Items''' tab and then the '''Add Billing Entry''' button
+==Billing Options==
-# Next enter a description for the item which should appear on the invoice when generated
-# Then enter the amount to be billed (taxes will be applied as normal when the invoice generates)
-# Now choose an invoice action from those explained above. If recurring, also enter how frequently to recur and how many times in the boxes provided. Entering 0 in the times box will result in it recurring indefinitely.
-# Finally, set the due date of the item - used by the 4th and 5th invoice action options only
-# Leave invoice count at zero and then click to '''Save'''
-===Managing Billable Items===
+You can set a billable item to one of five billing options:
-Billable items can be reviewed on the '''Billable Items''' tab in a specific clients profile area or collectively in the '''Billing > Billable Items''' area.  When editing a billable item, listed below the items details will be a list of all invoices that have been generated for it allowing you quick and easy access to the invoice(s) relating to that item - in most cases it will be just one but for recurring items the list will show all.
+*'''Don't invoice for now''' — Keep it in the client's account as an unbilled item.
+*'''Invoice on Next Cron Run''' — Generate an invoice for it the next time your daily cron job runs.
+*'''Add to User's Next Invoice''' — Add it to the next automated recurring renewal invoice that the system generates for products and services.
+*'''Invoice as Normal for Due Date''' — Set a specific date on which the item is due. The system will invoice it X days in advance, like all other products and services.
+*'''Recur''' — Set the item to recur every X number of Days, Weeks, Months, or Years for a defined or unlimited number of times. If a number is defined, it represents the total number of invoices to be generated.
+*'''Invoice Count''' — Displays the current number of invoices associated with the billable item. This increments each time an invoice is generated.
+==Creating a Billable Item==
+To create a billable item:
+# Click '''Add New'''.
+# Enter a description for the item, which should appear on the generated invoice.
+# Enter the amount to bill (the system will apply taxes as normal when the invoice generates).
+# Choose an invoice action from the ones above. If recurring, also enter how frequently and how many times to recur. Entering 0 in the times box will result in it recurring indefinitely.
+# Finally, if you have selected the "Invoice as Normal for Due Date" or "Recur Every" invoice action then you may specify a '''(Next) Due Date''' value to determine when the system will generate the first invoice by this billable item.
+# Leave invoice count at zero and then click to '''Save'''.
+==Managing Billable Items==
+You can review billable items on the '''Billable Items''' tab in a specific client's profile area or collectively in the '''Billing > Billable Items''' area.  When editing a billable item, there will be a list of all invoices that the system has generated for it below the item's detail. This allows you quick and easy access to the invoice(s) relating to that item. In most cases, it will be just one but for recurring items the list will show all.
+==Products vs. Billable Items==
+To ensure the best experience for your clients, it's important to know when a billable item or a product would be more appropriate. The differences are:
+* Only staff can add billable Items. Clients can add products via the public order form.
+* The client area doesn't display billable Items. The "My Services" page in the client area displays products.
+* Invoices for both Billable Items and Products will be visible to clients and staff.
+* Billable Items can generate one-time or recurring invoices with any frequency from daily upwards. Products can generate one-time or recurring invoices on specific billing cycles only (Monthly, Quarterly, Semi-Annually, Annually, Biennially, or Triennially).
+* Typically, you should use billable Items for items unique to an individual client, and use products for items that many clients will buy.
 ==Time Billing==
-Time Billing allows you to bill clients on an hourly basis. To add an item from the client's summary page, click the '''Billable Items''' tab and then the '''Add Time Billing Entries''' button.
-A pre-defined package can then be selected from the Item menu, the description and price fields will be completed automatically. Alternatively the Item menu can be left at ''None'' and the description and rate should be filled in manually.
+A feature of billable items is the creation of time billing entries, a method of billing for time working on a project (without the added features or complexity of the [[Project_Management|Project Management Addon]]).
-Finally, enter the number of hours worked and click '''Add Entries'''.
+For example, if you wanted to record that you had completed one hour of consultation work at $50/hour, 2 hours of design work at $80/hour, and 1 hour of travel time at $25/hour, you could save time by entering this using the time billing UI.
+[[File:time_billing.png|thumb|Add Time Billing Entries Screen]]
+To do this:
+# Navigate to '''Clients > View/Search Clients'''.
+# Select a client.
+# Click the '''Billable Items''' tab.
+# Click '''Add Time Billing Entries'''.
+You can then complete the fields to enter details of the work that you performed. You can use the "Item" menus to automatically load in details of your products to save time entering them. The system won't link these to a product or service and they are purely a time-saver. You can enter custom items by leaving the dropdown as "None" and entering the description, hours, and rate manually.
+Clicking '''Add Entries''' will then create these billable items. All items that you create from this page will have the ''Don't Invoice for now'' invoicing option.
+When it's time to invoice the client for the work, you can select the billable items from the '''Billable Items''' tab and click '''Invoice Selected Items'''.

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