Set up job billing

Managers Partners  Billers

All bills are based upon the billing set up on the individual jobs. The Job Billing set up will dictate how the bill can be raised, when the bill is raised and how the WIP can be allocated. Every job in the system must include this information.

This information can be set on an individual job basis or can be applied to the job template.

This section will explain the billing information that can be set against the job as well as how the billing information on job templates can be created and applied.

Job Billing Information

The billing information relating to a job is contained within three of the job panels.

Management Panel

The Management panel of the Job contains information relating to the total amount to be billed for the job as well as the staffing involved on the job.

The following table details the information required for billing purposes:

FIELD DESCRIPTION
Job Billing Value The value contained in this field indicates the Total Value of the job that will be billed. This should not be left blank for jobs with billing types of Based on Job or Based on Schedule.
Partner The Partner in charge of the job.
Manager The Manager in charge of the job.
In Charge The staff member in charge of the job.
Biller The staff member who is responsible for billing the job, if not one of the Partner, Manager or In Charge. This provides a portfolio view for a Job Biller within the Billing Portfolio.

Billing Panel

The Billing panel of the Job contains information that will impact the way that the bill can be raised as well as how the WIP Allocation will be applied.

The following table details the information required for billing purposes:

FIELD DESCRIPTION
Billing Type This indicates how the Job should be billed. The available options are:
  • Based On Schedule - this billing type creates bills based on a schedule set within the Billing Schedule view, which is accessed by clicking onto the Billing Schedule button that can be found at the bottom of the Billing panel. Bills created from this billing type will appear in the Job Scheduled Billing portfolio.
  • Based on Job - this billing type will display the job within the Billing Portfolio - Job Billing when the job is marked as Complete and there is outstanding WIP against the job.
  • Manual - this billing type will allow the manual creation of bills. Only jobs with a billing type of Manual will be displayed when creating a draft bill from the New Draft Bill options. If you are undecided on which option to use, we would recommend using a Manual Billing type.
  • Recurring Bill - this billing type indicates that the job will be included as part of a recurring bill.

  • The Billing Type cannot be changed once a bill has been raised for the job.
    The last bill raised on a job with a billing type of Based on Job or Based on Schedule will always be a Final Bill. This will mean that the job is marked as Closed and any remaining WIP will be written off.
Drafts The Drafts button navigates to the Billing Portfolio and displays any draft bills for the client.
Allocation Type

This indicates how the WIP will be allocated against the bills.

The available options are:

  • Automatic Pro Rata when Closed - this will automatically allocate the WIP on the job across all bills raised on a pro rata basis so all staff are given the same recovery rate. If you are undecided on which option to use, we would recommend using this option.
  • Manual when Closed - the WIP will need to be manually allocated on this job when the job is marked as closed. These jobs will be available for allocation from the Billing Portfolio - Allocation view.
  • Automatic by bill - this will allocate the WIP automatically on the job to each bill as it is raised on a pro rata basis. All staff with WIP will have the same recovery rate within each bill but potentially each staff member could have a different recovery rate over the life of the job.
  • Automatic Recalculate Every Bill - this will allocate the WIP automatically on the job to all bills as each bill is raised on a pro rata basis. Recovery rates are recalculated as bills are raised. This is similar to Automatic Pro Rata when Closed but will give interim recovery rates whilst the job is active and bills are being raised. Once the job has been closed the actual recovery rates will be calculated.
  • Manual by Bill - this will automatically allocate the WIP within the bill on a pro rata basis but allows the user to override the default allocation.

  • The allocation type cannot be changed once a bill has been raised for the job.
Edit This icon will only be displayed against jobs that have an allocation type of Manual When Closed and the billing setting of 'Allow WIP Allocation Recalculation' has been selected. Selecting this icon will open the WIP Allocation page for the job and allow the user to recalculate any WIP calculations that may have been already been confirmed.
Billing Attention Populates the Attention field on the Bill Header screen. If nothing has been set here, the bill will pick up the details from the Client's A/R Collection information.
Default Address By default, this will be checked and the Client's default contact address or Billing address will be used on any bills. Unchecking this field will allow a linked address to be selected. Linked addresses are set up through the Others tab on the Client Details.
Billing Email Sets the To address for any Single Jobs bills raised for the job. This will override any email address that is against the Client's A/R Collection information.
Billing Layout Sets the default Bill Layout that will be used for the generated bill. This is only applicable on single job bills.
Target Recovery Rate % This indicates the expected recovery rate as a percentage for the job. It is for information purposes only.
Automatically Email Bills to check-boxes These check-boxes indicate whether a copy of the bill should be automatically emailed to the Partner, Manager, In-Charge, Biller or Credit Controller or DMS.
The DMS (Document Management System) email address is set in the Billing Administration Global Settings page.
Out of Scope Work The Out Of Scope Work option will determine how any WIP marked as Out Of Scope will be included for jobs that have a billing type of Based on Job.
The available options are:
  • Do Not Require Review - bills can be drafted without requiring any review of the Out Of Scope WIP.
  • Require Review - Job based bills and the Final Task based bill cannot be drafted until all Out Of Scope work has been marked as reviewed.
Automatic Actions

This provides options to determine how automated the billing for the job should be. This is only available for Jobs that have a Billing Type of Based on Job or Based on Schedule.

Options available are:

  • No Automatic Billing - the bill will need to be manually drafted, confirmed, and printed/ emailed.
  • Automatically Draft - the bill will be automatically drafted when either the Job is marked as Complete, the relevant task is marked as Complete or the Scheduled trigger has been activated.
  • Automatically Draft & Confirm - the bill will be drafted and confirmed but not printed or emailed.
  • Automatically Draft, Confirm and Email - the bill will be drafted, confirmed, and emailed to the client when due.

If the Job Billing Type has been set to Based on Schedule, additional Schedule Information must be applied through the Billing Schedule view, which is accessed by clicking Billing Schedule.