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Aia invoice form for Administration

uh so when we have to do an job we'll start just like any any other job in our contract jobs module and I'm going to go ahead and just add a new contract you know we'll go through this as if we're bidding on the project I'm just going to choose one of my classic clients that I have set up here and I'll call this my webinar job now one very important thing to note is that you'll need GC bid for invoicing if you don't have this enabled uh it's something that you can enable in your own account it doesn't need to be done uh by our customer support team and just before I even create this job so you can see where you do that it's in this customized section under invoicing you just flip the switch and you'll have GC bit as an option whenever you're creating a job so I'm going to go ahead add the new contract job I'm freezing up a little bit not my usual computer sorry for the delay guys so I'm going to go back and I'm going to add my job here I'm going to choose GC bid so we can uh make sure that notifi not to set up the invoicing and for this example I'm going to use simple mode uh we won't really need to go through all the advanced and professional uh features you know we can cover that in other webinars uh but I really just want to focus on the contract management invoicing so we're going to go with simple mode for this one since it's the easiest style to job cause and we don't need to do things like set job addresses and stuff so I'm just going to run through this really quick and it's going to pull me into my create bid screen so this is where I'm going to be putting together the bid that I'm sending out to my client you know I can put in their name here I'm sending this to Vin and then I can also inut the request for proposal number if I got one from my GC just plug it in here we can let them know when we expect to get started you know I'll be ready on Monday to get started on this project and now what I'm doing is putting together my quote that I'm sending to the client now we have a couple different ways we could do this obviously if I had used professional mode I could pull in my estimated cost and Mark it up quote to the client but we can always manually write in items you know I can put in a whole schedule values and break down the bid lines a variety of different phases uh that'll just be as simple as saying you know demolition $1,000 add another line you know rough in uh $2,000 we actually have a way you can automate this a little bit more just to speed up the process uh in our experience a lot of the people who do invoicing actually have their schedule values uh laid out in an Excel spreadsheet so you actually have the ability to pull up this Excel spreadsheet and say these are our bid pricing and I'll copy that then I can say copy from spreadsheet paste them in here and it'll actually create a list of line items for me just so I don't have to worry about manually writing in all this info especially if I already have it from another source it'll just save me a lot of time this way it'll just make a $35,000 contract you know I can always add additional lines uh you know we'll put in your terms and conditions and we save these across all your contracts you don't have to worry about rebuilding them every time we'll just keep them here and then you know just for the sake of the bidding process it'll create the document and you can send this out directly to the client that being said if you want to bid it as a lump sum I'm just going to show you something else as an option you let me delete these lines and maybe I'll just say you know contract sum $35,000 we'll still be able to adjust this later on before we start invoicing and then I'll be able to invoice along my schedule value so it shows correctly on the but when I'm doing the proposal I can do the simple 35,000 obviously we have the ability to send it out for an e signature but in this situation I'm just going to fast forward to the point where uh the client has signed off we won the bid and now this project is active now once the Project's active you'll see this little notification in your contract and change order you know right now it's active I can switch it to a draft if I haven't in uh invoiced anything yet uh and now before I start any of my actual invoicing it's always going to prompt me for a little bit more information like my gc's contract number the contract date and then this is where I'm going to plug in my retainage values and so now whenever I submit one of my invoices it knows to pull a 10% value from all uh completed work and stored material uh and it's going to automatically take that out from what my payment uh I'm requesting from the client is and uh like I said before I switched this to active you know we can bid it as a flat 35,000 but if I have my sov lines like I showed you earlier I can take these and say I'm gonna actually edit my schedule values I'll hit this little lightning bolt and now I can drop these in because I haven't started invoice yet you know I'll delete my contract sum and it has the sov lines that I can invoice along and just for the sake of getting some more information on you know uh what I originally bid out versus what I have now this is just showing me that these match up so it's not like I'm going to end up over or under invoicing the client I know that uh I'm staying along the terms that we initially had quoted to the client so that's just how we put together some of these items uh and now I'll just go through the process of uh submitting our first invoice when I hit this invoice Now button you'll see that the invoice screen is slightly different than our classic invoicing uh process in NFI it'll prom me for the last date of the billing period so let's say I'm going to invoice for everything we've done through February 15 what it's going to prom me for is the percentage of work that I've completed on each of these lines as well as the amount of materials that I have purchased at this point in time you know my stored materials uh um one thing I'd like to clarify since this is always something that's always a little bit confusing the stored materials aren't really meant to be you know this is the amount I'm invoicing for labor this is how much I'm invoicing for materials this is more of a deposit that you're going to end up transferring over to your completed work as you work through this it's just a way for you to invoice the client or the GC for the materials that you're going to have to purchase so that way you can kind of afford to have you know all this uh all these materials on hand uh before you start the project and then that way you know as you work through you can invoice the remaining scheduled value of this but again we're going to be moving the value from stored materials to completed work and that's always important to note the default setting we use is a percentage of completion this is a very classic process we do give you the option to do a dollar figure instead so if you have you know fixed uh sums that you like to use for your completed work instead of percentages that's always an option as well and then we also give you the option to just write in uh lump suum dollar values uh it's just a way that you can come in and kind of simplify the process so instead of doing classic progress invoicing you can just say $1,000 it won't do anything with stored materials so if you are doing a lot of in uh you know really in-depth invoicing you need the stored materials we don't really uh recommend you to use this and then once you do use it once we're gonna have to lock you in uh on this style because otherwise it'll make a whole bunch of uh discrepancies in your future uh in your future Rex and we don't want you to have to mess all this documents up all these documents up and so I'll come in here and say I want to invoice you know I've completed let's say 50% of my site prep and I have $22,000 of materials on hand when I click show output it's going to give me the basic breakdown of what's going to be on the first page of my uh document this is kind of your g70 too it's just showing you a live updating uh preview of what's going to be on it so if I came in and make an adjustment like maybe I was invoicing 75% you'll see these numbers automatically update just to give me some more info and if I want to see the document you know before I actually finalize this I can click preview PDF it'll just bring up a quick preview window I'm going to downloaded just so I can show you this in full size and it's generating this classic uh g702 F document um it's not the actual official one but if you guys are actually purchasing the docs then we can set up your uh documents and NFI to print onto those fields we can also do a lot of other types of customization around this like if you want to leave room for a notary stamp we can do that we can set it so it always has the same signature and it's not based off of what users in the system we do a lot of classic stuff like this just to make the whole process a little bit bit smoother and easier make you uh you know not have to do quite as much work and then I can see my continuation sheet with my schedule values is automatically pulled in onto the second page and it's based off of those lines that I had copied and pasted from the spreadsheet so this is just my way of not having to manually write in all this info noi is really taking care of a lot of the timec consuming part of this process for us so I'll verify this uh invoice this is where it would send to my Quickbooks account uh and we'll also push a journal entry for the retain Ag and so it's just giving me a quick summary and of course I can always email it right to the client you know we can attach additional uh images here if you have people taking photos in the field they'll automatically be uploaded here so I have to do is give them the okay and they'll uh send it along with the invoice I can see the summary page again here if I ever need to edit it I can always do this you know things are always a little weird when you edit in noi but it's always an option if you need to and and then when I've received payment from the client I just click record payment if I'm recording a partial payment this is where I'll write in the new value I'll just record a complete payment on this and it'll close out this invoice that's just some of the basics as far as uh invoicing goes but I'm going to show you a couple other neat tricks here I'm going to come back to my contract first of all it's going to show me how much I've invoiced you know 70% of line one and everything else hasn't been invoiced but now I'll get into uh some change order management which is always a huge part of any job so I'll start with something simple like a normal change order I could say uh you know additional um supplies to replace broken ones and I can write in you know whatever my value is and you see that we have a internal Co number and then a GC reference number number the internal Co number is how it's going to be managed in no IFI so if I add another change order before this one's finalized you'll see that it's still using Co number one so if I said you know labor to replacement cards 2,000 it knows to affiliate these with one uh change order even though it's multiple lines and so when I save it as a draft and I preview this change order it's actually going to pull in two lines even though it's still Co number one this means that on my Doc it's still going to be uh treated as if it's two separate lines but that's what our GC reference number is for if they're going to send you know one uh if they're going to send me you know one number to use for my change orders and that's how they want it referenced on the doc that's fine we could say yeah they're calling this their internal reference 4 43 and I'll do it for this line too and now when I make this active and I'm invoicing it's no longer going to be referenced as you know Co number one or with these names it's going to be for the gc's reference in the number 43 this will also apply for anything with a different Co number uh internally for me so I could say you know my other change order or 2000 if I call this one 432 it's still going to be pulled in as one line when we're doing our final invoicing so I'll come up here I'll say invoice now put in the last date of the billing period let's say it's through the end of February now internally again these are all going to be separate lines but you see that it has the GC reference number laid out here so let's say I want to invoice some of these you know I want to go 100% complete with this um $2,000 of materials on this line and 50% complete with this it actually knows to compile these into one change order line on this reference and it treats it all the same so we don't have to worry about you know making sure that our internal uh identification of this change order matches what we have uh for the GC we can still see it as separate lines separate change orders all on our end but the invoice documents to can always be correct so now just uh I'll just finalize this invoice just to kind of move along with it a little bit more and uh just real quick as a side note since uh I had that send QuickBooks option here uh we do send these invoices to your QuickBooks account uh as well as the retain Ag and you can set a default account uh for where you want the retained journal entry to go so if you have an other current asset or other current liability account that you need to push this to I think it's other current asset if I'm not mistaken then uh that's how it's going to be mapped you know you come into your QuickBooks feed you go to job default and you can set it to whatever you need it to be so at this point we can see how much has been invoiced you know we can see all this information but uh the next thing I want to cover is just how you invoice the retainage on a project because I know that I'm holding 10% retainage on this and you know it's being kept off of every invoice automatically huge help but now let's say I'm done with the project I'm going to invoice for everything through the 1st of March uh I'll also just kind of show you this on how the stored materials is going to work you know if I put in try to invoice 100% of site prep as well as the $2,000 materials you'll see that noi is automatically going to stop me because this would be a situation where I'm over billing you know it's going to think that I'm trying to invoice $1,200 or sorry $112,000 on a $10,000 item so it wants me to adjust this to zero and now I can invoice that complete line with no errors and so let's say we're invoicing this entire contract again I'll have to remove the materials from this and put it in 100% here and you'll see the second I switch this last line to 100% this little box pops up that says invoice retainage separately this means that when I invoice this uh last uh wreck it's not actually going to include retained yet so if I see my output I can see that there's still values being retained uh by the GC if I uncheck this it's going to include those in the current payment due and it's going to be uh removing the retainage from my retainage account but let's say I want to invoice these separately and I verify and finalize it's going to show me the amount that's being retained in this period that's fine and and now this job is technically 100% build so when I come back to this project I can see 40 uh $40,000 the full contract value it's been invoiced but obviously I still need to invoice my client for the retain agent so that's why this button now reads invoice retainage now if I click here it knows that it no longer needs to do documents and it's going to put together our standard notifi uh invoice and it's going to just be pulling in the uh value that's been retained for every line that I've invoiced so far and just kind of show you what it's going to look like it's going to be uh whatever your standard setup is right now for your notifi invoice I can see the different retainage lines you know the names of the sov the final values and this is just what our retainage invoices are going to look like that being said we do often uh hear requests for uh people who want to use the recre even though they are uh invoice retainage and we actually have a way that you can do that as well so if I still need to see that same s so layout but I want to uh invoice all of my retainage I can come in here and I can adjust what my retainage values are like if I want to adjust these well let's say I want to invoice all of it I'll invoice 0% that being said you can always adjust these values mid project and invoice for retainage uh kind of as a halfway point a lot of times you know we'll see that people need to switch to 5% retainage when they're about 50% complete with the project that allow you to invoice what you know half of what's been retained so far and moving forward it'll only hold 5% on every line uh so you won't have to do any kind of manual stuff like that it'll automatically set it up for you uh and now when I invoice you'll see that I'm back to this uh classic screen not the standard NFI and when I uh verify and finalize you'll see it's taking out of my retainage account that's why it's coming as NE coming in as negative uh it's setting up a $4,000 uh invoice and it's going to be setting it up in the format instead of in my standard noofy layout when I verify and finalize same idea it'll send it to QuickBooks and it'll close out this job for me so when I come and check out how this has been going I can see it's been 100% invoiced and we're all good on this job now that's just the basics of kind of what I wanted to cover uh I'll get to everyone's questions in a second if there's anything in there um but just one last thing I wanted to show you guys which is a neat trick for all of noi kind of aside from uh but it's always really use useful when you're trying to you know track what's been invoiced so far what's been happening in your uh sov lines you know your past pay applications this activity feed that you see in the top right corner of any contract job is going to show you a list of every material that's been allocated to the job all your subcontractor bills you can turn on labor if you want to see time entries but this is great when it comes to invoicing and progress billing because you can see the kind of history of what's been invoiced so far it Al shows what's been paid so I can see you know this invoice uh application one is already paid out I can see here's the invoice payment same value and so this way if you know something uh doesn't look quite right in application 4 I'll say well let's see what happened in application three it's just a way for me to get a quick view of everything that I've submitted in the past and make sure that all of my Recs are going to be correct moving forward uh kind of the nature of progress billing uh makes it that everything uh for an invoice to come out correct obviously everything proceeding it needs to be correct as well and so uh that activity fee is just a great way to kind of jump in get a quick view of everything that's been invoiced so far all the different lines their values and you know just how we've been going about this job uh up to this point in time