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Aia billing template for small businesses

welcome to the free billing software training video the first step in setting up the free billing software is to add your company's name and address to the customer list when you first click on the customer list you will notice that there is no customers if you are setting this up brand new the first customer is number one simply click edit up at the top and then start typing in your company name for examp example I'll type in XYZ construction company and put in my address here you will also want to add all the other companies and contacts that you will be dealing with for example I have my architect here I have one of my Architects set up as one two three architects I also have an inspector in here as well as a loan corporation or Acme Tech is one of my customers once you have completed setting up your contact list then go over here to the job list and add your first project to add a project you simply click here on add this will allow me to give the project a number which is an alpha numeric field and a description and we will call this project example for training you can then complete the address you can also fill in the supervisor project manager and salesman assistant one assistant 2 and the project notes please note that job number and description are the only required fields for setting up the job Master on the billing tab of the job Master you will need to fill out the preliminary info if desired also the billing contact info so who are we going to bill on this example training job notice I just start typing and the list autop populates I can put if I need a signature from someone at acne Tech down here for the AI application may need from Josh Smith from my company I can also fill in the architect firm Mr and if the architect has a different project number I can fill that in here as well and then you might also need a signature from your inspector on the right hand side there's a print format area this controls which billing format you will use the free billing software comes with a generic billing format which is similar to the but not the exact and then you can also use pre-printed G 72 and g703 forms with this scenario you can put the forms into your printer and free billing software will fill in the forms automatically in the correct spots for our training purposes I'm going to use the generic billing format once I've completed entering the information I simply click save now you will notice that I have two separate jobs in my job dropdown I have 123abc example for training job if I click on that project I can now start to add the line items or schedule values to this project for the billing to add to this job I can simply click here on add new line item down at the bottom this brings me at the billing line items entry screen the billing phase can either be typed in or selected from a master list which is set up in your phase list up at the top this the system comes with a standard phase list but you can create your own to meet any specifications that you need I will go ahead and put general labor here it will default the description but I can overwrite it and then I'll put in the amount and I'll put in the retention percentage let's say 10% now I can click save or I can click save new if I have more schedule values to ENT enter let's say this next one I have is 1,600 electrical and let's say that the amount for this is going to be $155,000 and the retention percentage is 10% I'll click save and new one more time and on this one I'm not going to select an item from the master list but I'm just going to type one in 75412 is is the billing phase I'm going to give it I will put in a description here of HVAC room one let's say the billing amount on that is going to be $854 may we have 5% retention on this item now I will click save once I've done that you will notice that I have my items along with their billing phases and the descriptions inside of this grid here you'll also notice that it shows me a recap here of the original contract the total amount of change orders and the revised contract to add a change order item to the schedule values when you click on the add new line items you simply need to check here whether it's a change order you need to mark it approved and then also give it an approval date please note the approval date is an important field because when you're doing the billing it needs to recap previous change orders and change orders on this application and it does that based on the date field to create a billing at this point all you have to do is click here on create billing this brings me to the contract billing screen here I can simply select from the list which project I'm going to do the billing for and this one will use the job that we just set up the 1 123abc we'll go ahead and hit enter and then click on edit it a automatically fills in who the client is which is acitech it gives it an invoice number and then it gives it the billing date and the billing period I can override the billing date the billing application number it defaults to one this will change on the next billing application to two and so on now all I need to do is enter in my percent complete on each line item for example if I enter here on item number one I will click on the edit and then type in 50% notice the retention is automatically calculated I can then go to the next line item click edit and put in 50% once I have finished putting in the percentages on my line items I can click here on print since we are using the generic AI a format it comes up and looks like this notice it has the bill to the contractor the architect it has the original contract amount the total amount of change orders the total revised contract the total completed to date retainage total build less retainage less previous amounts which is zero because this is the first billing and the current amount do the next page has the the be the billing detail or the schedule values which has the items the scheduled value what was completed in previous apps what you completed this period any material stored your total completed and stored percent complete balance to finish and retainage if you would like to to print this billing to a PDF format simply click on the print button up in the top right corner you can print to a file and three different formats PDF would be the most popular format It'll ask you where you want to print it you could say put it to your desktop and then click on okay there are a couple of other buttons that you may want to take note of when setting up jobs for example if I wanted to copy the breakdown from one job to another I can click here on copy job items I can also edit a line item or delete a line item you can void a previous billing it will roll it back to where it was before you saved it you can go to the phase Master list and add your list of Master cost codes or you can reprint any billing if you have a feature request or a bug report we would like to hear from you click up here on help and click on feature request or bug report this will launch a new email where you can send the bug report or the feature request thank you for trying free billing software we hope you enjoy it and it makes your job a lot easier when it comes to creating Billings