Set up a customer billing schedule

The billing schedule allows you to specify the bills that need to be produced for a project customer, and when they need to be produced. For example, you could bill a customer when a project is complete, when particular stages in the project are reached, or on a particular date.

The billing schedule allows you to specify when to produce a particular bill, based on a event happening or certain conditions being met. When the event occurs, you can then use the system to generate suggested bills for the customer.

You can use a variety of events to control when a bill is produced; e.g. when the project is 50% complete, the project status is complete, or on a certain date. The event can also be defined using your own custom additional information field. For example, a bill can be generated when the Architect's inspection for a building project is set to True.

Note: To record a customer billing schedule for a project, the Record billing schedule option must be enabled in the project level's Display Features settings.

To set up a billing schedule for a project customer

Open: Project Accounting > Projects > Amend Project.

  1. Select the project required from the Code or Title list.
  2. Move to the Costs & Charges tab.

  3. Select the customer in the Customer information area and click Edit.

    The Customer Billing Details window appears.

  4. Enter the Quotation information, if required.
    1. Enter the quantity, unit price, unit of measure and price quoted.
    2. Enter the sales order number.
    3. Select the Default template to use for bills that you add to the billing schedule.

  5. To add a new bill to the schedule, click Add.

    Note: You must have the Record Billing Schedule option selected in the Project Structure Settings for this project level.

  6. Enter a Description for the bill.
  7. The Event Type allows you to specify when the bill can be generated.
    • Select Project Status to generate this bill when the project reaches a particular status, such as Complete.
    • Select Percentage Complete to generate this bill when the project reaches a particular level of completion, such as 50%.
    • Select Date to generate this bill when the project reaches a particular date.
    • If you have set up additional information fields, you can use these to control when a bill can be generated. Additional information fields with the View on Desktop setting enabled will be displayed in the Event Type list.

  8. Select the Billing template to use for the bill.

    • If you want to amend the lines in the bill, click Details.

      Note: If you amend the billing lines, you will not change the lines in the original bill template. The changes are recorded in a copy of the template which is only used for this bill. This is indicated in the Billing Template column by adding a time stamp after the template's name.

  9. To adjust the order of the bills in the schedule, select the bill and click Move Up or Move Down.
  10. When you have finished setting up the billing schedule, click OK.
See also

Other tasks

Set up billing templates

Overview

Set up billing for projects