Any new work should be opened as a job ticket, as it happens. A job ticket can be opened anytime after it is conceived, and certainly before the work begins. It's important to open new jobs as soon as possible, since purchase orders and time can't be tracked without a job number.

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An Estimate Billing Invoice looks and acts like estimate billings. An estimate billing is a fast, easy way to invoice a job’s estimate. Like estimate billings, it’s an express way to bill a job without having to know -- or type in -- each job task.

It’s fast (and accurate) because billing amounts are created automatically from the job’s tasks and their estimate amounts. It’s easy because all you need to enter is the job’s number.📍See example: job ABC-101.

✳️  When you add an invoice using the estimate billing type, Clients & Profits looks at the job’s tasks Every task on the job with an unbilled cost will appear as a separate line item on the invoice (which includes even tasks that have been partially billed before). The task’s unbilled amount becomes the invoice’s billing amount.

🔹To add an estimate billing, choose Accounting > Billing & A/R then click the Add toolbar button, then click the Estimate Billing option when prompted.

HERE'S HOW IT WORKS

• Each staff member can have his or her own set of standard and special billing rates.
• Every user has his or her own standard cost and billing rates, which are copied automatically to their time sheets.
• A staff member with only access to their own account can’t see other staff files,
• Every staffer can change their home address, phone number, email settings, staff photo, signature, and signature text for emails.


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Listen to a podcast about how to get the most out of Clients & Profits's most useful project management features (5:06 mins)

📎 New invoices are numbered automatically (using the invoice number entered in Preferences). Invoices are numbered sequentially. You can change the invoice number by selecting it and then entering your own number. You’ll be notified if the invoice number has been used before.

TO ADD AN ESTIMATE BILLING

1️⃣ From the Billing & A/R window, click the Add toolbar button, then click Estimate Billing at the prompt.

2️⃣ Enter the job number then press Tab.

As you tab past the job number field, Clients & Profits copies the job’s unbilled tasks to the invoice. For each task you’ll see its task code, description, unbilled hours, unbilled amount, and credit (i.e., income) G/L number. Tasks without unbilled amounts are included, too (this lets you point out to the client the tasks that aren’t yet completed, for example). These tasks aren’t automatically saved with the invoice; to include these tasks, check the “X” checkbox.

The last-used job number is entered automatically as a time-saver, but can be changed. If you’re not sure about a job number, leave the field blank then press Tab to open the jobs lookup list. Double-click on the job to copy it to this invoice. You can enter any job number you wish, including jobs that are new, in progress, or closed.

If the job has a status alert, you’ll see it as you tab past the job number field.

The job’s estimate amounts are copied to the invoice automatically. The job’s estimate amounts are billed by default at 100%, but can be easily changed by modifying the bill estimate percentage or actually editing the billing amounts on the tasks themselves.

3️⃣ Choose a bill to client from the pop-up menu, and an optional ship to address.

The client number is copied from the job ticket, but can be changed. This lets you bill a different client (such as an accounting department) for this job’s charges.

Every invoice is billed to only one client. This client is the one who will eventually pay for the invoice. The client number is copied automatically from the job, but can be changed -- which lets you bill the job to a different client. Tabbing past the client number copies its name, payment terms, and sales tax information to the invoice. Any active client can be used on an invoice.

The job ticket and invoice can have different clients.
There may be instances where several departments of a large corporation open jobs, but invoices are billed to a third-party. This third-party, such as the corporate headquarters, would be added as a separate client and get all of the billings.

4️⃣ Enter the estimate billing's key details:


5️⃣ Select the billing options that apply to this invoice:


👉 Now, you'll enter the billing amounts for each invoice line item, which relates to the job's tasks that have unbilled costs. Some or all of the job’s tasks can be included on a estimate billing. This lets you bill only certain tasks on an invoice, saving the others for a future billing (it’s always up to you, since a job can be billed many times).

For each job task, you'll need to:

6️⃣ Confirm the task description, which will appear on the printed invoice.

7️⃣ Confirm the hours to be billed & the billing amount.

8️⃣ Confirm the income cGL, which is copied directly from the job task but can be changed.

📌 Only checked tasks will appear on the estimate invoice. To remove a task from this invoice, uncheck the “X” checkbox. The description, billing amount, and income G/L# can be changed for each job task on the invoice without affecting the job itself.

9️⃣ When everything looks good, click Save.


🎯 When the invoice is saved, its billing amounts for each task are applied to the job’s costs one-by-one. The task’s oldest costs are billed first. If the task’s unbilled costs are billed completely, then their cost statuses will be changed to “billed” automatically. Costs up to the billing amount will be changed to “billed.” If a cost is only partially billed, the cost status changes to “partial”, the remaining costs will keep a status of “unbilled.” You can see how Clients & Profits allocated billings to costs by opening the invoice’s Billing Worksheet.

TIPS

📌 Financial statements can be printed for previous periods -- even if the period is locked -- by choosing the period from the drop-down menu.

📌 If your audit trails and journals don’t equal the financial statements, posting may have crashed during the month. Use the verify G/L account balances utility to recover the correct totals.

FAQs

💬 What about sales tax? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.

💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.

SEE ALSO
Billing & A/R
Billing FAQs

EXPLAINERS
Billing Steps
Job Billing Types