Invoice 10% Upfront

Setup required before use	Who Can Use It?	Where Is It?
Create an Invoice	Administrator System Administrator	Project > Invoices tab > Open the Invoice

1. Go to the Project > Invoices tab.
2. Select the Create Invoice button in the toolbar.
3. Select which Sub Project(s) that you are creating an up-front invoice for.
4. Confirm the Invoice To, Address Of, and Attention To fields show the correct information for the invoice address.
5. Select the Invoice Date from the calendar.
6. Select the Invoice From and To dates from the calendar.
7. Update the invoice text.

Click the image above to see the invoice general details.

8. Double click the sub project name, or click the 'edit selected sub project' button.
9. Update the 'Current % complete' field to the percentage you want to invoice up-front. i.e. type 10% to invoice this amount before the work is completed.
10. Click Close on the edit sub project window, and the invoice value has been updated.

Click the image above to see where to enter the % complete.

11. Repeat for each fixed fee or percent of sub project fee type row that needs to be billed up-front.
12. Save.
13. Check the details shown are correct and then use the 'Create Final Invoice' button. This process of creating the final invoice will also create a pre-billing placeholder transaction automatically for each sub project on the invoice.
14. Send the invoice document to the client and save and close.

Click the image above to view the finalised invoiced.

15. A pre-billing transaction has been automatically created for each sub project included on the up-front invoice.

Click the image above to view the pre-billing placeholder transaction created.

Start this step after the work for the project has been completed by your staff, and their timesheets have been entered. Using Pre-Billing to attach the staff transactions or expenses to the invoice. Attaching work to the invoice will automatically remove the pre-billing placeholder transaction.

1. Go to the Project > Invoices tab.
2. Select the up-front invoice in the list and click the Pre-Bill button in the toolbar.

Click the image above to see the pre-billing button in the invoices tab.

3. The invoice opens and shows that the invoiced value is shown against the pre-billing value placeholder, and not the transactions.
4. Unlock the invoice by un-checking the box in the bottom left corner.

Click the image above to see how to unlock the invoice in pre-billing.

5. Check the box for each transaction that should be attached to the invoice.
6. This removes the value from the pre-billing placeholder, and requires the full value be added to the transactions selected.
7. If the total chargeable value of the transactions does not equal the invoiced value for the sub project, then you must increase the transaction invoiced value. Do this by:
   1. Select the sub project row in the list.
   2. Click the auto-allocate button.
   3. This will assign the full invoiced value to the transactions for the selected sub project.
   4. Repeat for each sub project on the invoice if required.

Click the image above to see the removed pre-billing placeholder.

8. Click the 'Locked' box in the bottom left corner of the invoice.
9. Save & Close.

Click the image above to view the locked updated invoice.

10. The pre-billing placeholder transaction has been automatically deleted for each sub project that had work attached when pre-billing changes are saved.
11. If you go to the Project > Time & Expenses tab you will notice that the transactions that you added are now shown with the status of invoiced, and the pre-billing placeholder has been removed.

Click the image above to see updated transactions.

The placeholder rate is used to enter an Office Expense that can be billed in a sub project. Name this rate something that can be easily filtered out of reports when required. The reason an office expense item is used in the invoice is that it balances “transaction level” revenue reporting. If the placeholder transaction did not exist, then the value of the project or sub project revenue report would not match the transaction report for the period.

Setup the placeholder rate by:

1. Go to Practice > Rates List.
2. Check if an office item rate exists called 'Pre-Billing Placeholder'. If yes, skip to the next step. Or create the office item by:
   1. Click the New Rate button in the toolbar.
   2. Select the Office Item rate type.
   3. Type the description 'Pre-Billing Placeholder'
   4. Enter the Charge per Unit as $1.00.
   5. Save and close.

Click the image above to view the office item placeholder rate.

Next we enter the office item as an expense for the project. This creates a pre-billing placeholder transaction that can be linked to invoices. This is done to ensure the correct totals are shown on transaction based invoice reports for the month.

1. Go to Project > Expenses (Office Items).
2. Select the project and subproject you plan to pre-bill.
3. Select the pre-billing rate.
4. Type the number of dollars you wish to invoice into the Units field.
5. Enter a note to describe why you are using the placeholder.
6. Save the office expense item.

Click the image above to see the office expense.

7. The entered office expense is now shown in the Project > Time and Expenses tab ready for invoicing.

Click the image above to see the office item in a project.

Once the office item is linked to the sub project, you can pre-bill the client for that value. Create an invoice by:

1. Go to the Project > Invoice tab.
2. Select the sub project you added the office expense to in the list.
3. Add a invoice note that advises the client why this pre-bill invoice is being sent.
4. Update the invoice date range to include the date of the expense transaction.
5. Set the invoice date.
6. Save the invoice.
7. Create the final invoice and invoice documents to send to the client.
8. Close.

Click the images above to see the invoice that includes the placeholder.

After staff have entered their transactions for the sub project, you can then link them to the existing invoice. The transactions are linked to the invoice to reflect their correct values in revenue reports.

1. Open the Project > Time and Expenses tab.
2. Check that the existing transactions are of equal value to that of the pre-billing placeholder. If not, they can be written down or written up during the Pre-Bill and Revenue Recognition process.

Click the image above to view the new transactions.

3. Go to the Invoices tab.
4. Double click the pre-billing invoice to open it.
5. Select the Action menu > Pre-bill and Revenue Recognition option.

Click the image above to see the pre-billing option.

6. Uncheck the 'Locked' box in the bottom left corner of the Pre-Bill window.

Click the image to see how to unlock the invoice.

7. Uncheck the box next to the Office item being used as a placeholder. This removes it from the invoice.
8. Check the box next to each of the new transactions you want to add to the invoice.

Click the image above to see how to add/remove transactions.

9. Click the auto-allocate button if the added transactions caused a value to show in the 'Variance Total' field.

Click the image above to see how to use auto allocate.

10. Save the changes.
11. Check the 'Locked' box in the bottom left corner. This stops other users from being able to make changes.
12. Save and Close.
13. Close the invoice.

Click the image above to view the locked invoice.

14. Return to the time and expenses tab. The transactions entered by staff are now shown linked to the invoice, and the placeholder item is shown as not linked. The placeholder can now be deleted to prevent it from being included on a future invoice.

Click the image above to see the updated time and expenses.

Delete the office expense after the office expense placeholder has been 'unlinked' from an invoice. This process stops the transaction from being included on a future invoice for the sub project.

1. Open Projects > Expenses (Office Items)
2. Highlight the expense in the list.
3. Click the Delete button in the top toolbar.
4. Click Yes on the confirmation pop-up message.
5. The expense placeholder has now been deleted.

Click the image above to see the deleted Office expense.