Scheduled payment and invoicing estimate

  • Scheduled payments define when the project is invoiced and at what amount
  • The project card can have one or more scheduled payments depending on whether the project is invoiced at once or in smaller installments.
  • You are able to feed contract or hour prices on the scheduled payment.
  • If you want to follow up on the invoicing prediction, you should always add
    scheduled payments for the project regardless the invoicing method (contract,
    hour price or both).
  • The sum of all scheduled payments is seen in the Invoicing box on the Dashboard.
    This makes it easy to follow up on up coming months' estimated invoicing.
  • A message to the invoiced can be added on the project card.

Scheduled payments should be created when

  • The project is invoiced in instalments and/or the project has been sold with a contract price.
  • The billing method is set to Scheduled payments.
  • You want to follow up on the invoicing estimate

How to add a scheduled payment for a project

  1. The Schedule payments section is activated by clicking the Edit button.
  2. Choose New row
  3. Fill in the blank fields
  4. Click Save

How to create a scheduled payment

  1. The tab Scheduled / recurring billing has to be activated on the project card. Individual installments can be added. This row should be considered as one
    invoicing row.
  2. The Message to biller tool allows you to make notes and/or send a message for the
    invoicer.
  3. Billing date: Define the date the invoice is sent out. The Invoicing box on the
    Dashboard shows invoicing detailes based on this date.
  4. Recur: Define how often the invoice recurs (interval), meaning how often is the
    invoice sent out and until which date. For example: An invoice is to recurr every
    three months, so the number added to the field is 3 (The default setting is 0 which
    means that the invoice is sent out only once). The recurrance can be set to either
    daily, weekly or monthly. No recur: This is the default setting and means that the
    invoicing does not recur. To field is left empty if the invoice does not recur.
  5. Area: Define the invoicing area. The options are: FI, EU and Non EU. The default
    setting is FI.
  6. Billing address: You are able to edit this section if the invoicing address differs from
    the one set on the project card.
  7. Description: Decription row = invoicing row. The text filled in will appear on the
    invoice as written. These rows can be edited before sending out the invoice.
  8. Amount: Define the quantity to be invoiced, amount and VAT %.

Invoicing estimate

NB! In order to follow up on the estimate, scheduled payments have to be created for the project.

Invoicing date defines which month the invoice is targeted towards. For example: if the billing date is set to June 15th 2017, the scheduled payment is shown on the June row in the Dashboard's Invoicing box.

Invoicing estimates are seen in the Invoicing box on the Dashboard. The summary shows how much has been invoiced in each month (Invoiced), how much is yet to be invoiced (Billable) and the sum of monthly purchase invoices (Purchases).

A summary appears on the bottom of the page once you click a sum. The summary shows what the overall sum consists of.

Example 1:
If the project is worth 20 000€ and is billed once in November, one scheduled payment worth 20 000€ has to be created for the project with a date ie. 11/25/2017.

Example 2:
If the project is wort 10 000€ and is invoiced in two instalments, 5000€ in October and 5000€ in November, two scheduled payment rows have to be created for the project.

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