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Billing formats for clients for HighTech

welcome to the client billing setup webinar and I hope that uh you found the links in the chat session um that will give you a couple of links to uh help guides that you can drill down into and uh tweak your invoices whether you're using the invoice layout tool or the invoice template tool I also included a webinar that covers the layouts tool as well so uh without further Ado let's get started all right um what I'd like to show you first is just the project that I will be billing today just to kind of give you an idea of where this is all stemming from and somebody had a question where can we find those you mentioned they're in the uh a support.workmagic.com help guide um but if I think if you just copy and paste those links into your url you should be taken right to them all right so let me show you in my schedule here I have for this kickoff meeting I have assigned taxable account management service and did four hours of actual hours worked against that service and on that same project I have an estimate that includes an expense in that span expense I just called the tax item and so both of those are taxable and I'll show you how that feeds into your invoices when we get there okay so the first place that I want to to show you is setting up your sales tax so when you're in as an administrator you have admin manager access and then within that you have your system set up and you have two areas billing options for your services and purchasing for your uh purchase items I'll show you the services first and then I'll show you the tax rates that you can set up so if I look at my service and I'm just going to type in tax here just to bring up that taxable account management service and I have tax one applies and tax two applies to that service so that means that both a state and a county tax could be applied um with that particular setup and then also in my purchase items I have that tax item setup basically the same way so tax one applies and tax two applies to this particular purchase item that's the setup of the service and the uh purchase item but you also have your sales tax rates that you would set up and so I have California Michigan a non one setup or non and Orange County the Orange County sales tax nine percent and two percent respectively so that's where I'm setting up my tax rates in working magic and again that's under system setup billing options sales tax rates oh I've seen some questions here regarding the the chat let me try that again see if that's interesting that in them who who host and panelists oh here we go I switched it to everyone I see hopefully that's better all right apologize for that I didn't realize that it was set just to hosts and panelists versus all the participants okay so we set up our tax rates and we've made sure that our service and our item has that tax rate applies so now I'm going to look at my client and I'm going to just get to my client through my project settings here and look at my client setup for billing for this project so this these would be the default setup that you use for your client and as when you click on billing here you have your defaults and your edit pencil over here and you can see that sales tax one I have set up for California and sales tax two I've set up for Orange County this next one down below is really more for your estimates but this also you know can affect your tax so you can set a client up to be not taxable or taxable by task project or taxable by service I'm leaving it on default from the templates estimate which means I can set up where I'm going to how I'm going to apply tax on that particular projects estimate as well also making sure that you have a default sales account set up if not it's going to use your default sales account from your GL tracking options you may also want to set up a a separate AR account I'm not going to choose to do that but I you know nor if your my default would be my 1200 account here so it's going to use that for my default tracking options as well but if you did need for some reason to set up a separate a separate AR account to post to for this client you could do that here this is also where I'm going to choose if I have an invoice template that I want as my default so if I chose detailed or summary here as my invoice template not invoice layout invoice template to use then that would be the default when I create my project and generate my invoices from that project it would default for that invoice template I've chosen to use a layout and that's I chose the multi project detailed billing item an item but the the list of all of my available layouts are in here but I just chose that one for today just as a side note you can set up a default billing method here right below your layouts not really pertaining to any tax issues but that is it is right there and then how am I going to invoice my particular client today um I'm going to have set up as the default for this client to be one invoice per client versus one invoice per project so this this will get one invoice versus one invoice per project and then how do I want my lines I've chosen project and billing item and item I do have other options we're just project project contest service service item billing item and item but I'm going to show project billing item and item so that would be something like project XYZ billing item Professional Services items would be your labor for account management graphic design copywriting Etc and then I also have payment terms that I can set up since I'm on the screen we'll show you that here at the bottom as well so this is where you're making sure that this client is going to be uh uh collecting sales tax so California and Orange County sales tax one is sales tax two so that is the setup of in the back end for your sales tax rates and your services that are taxable and your items that are taxable and then making sure that your client is uh set up to have tax supplies as well so also in system setup since we we are here this is also where you can see your transaction preferences so under system setup account information transaction preferences I have under transaction preferences for estimates this is where it's located that enable the advanced invoice and estimate layouts designer so without this box check you would only have the option of invoice template and not that multi-project billing item and item one that I chose which is the layout tool I'll just show you those two tools here as they are both underneath billing options and so we do have your invoice templates this is kind of the original tool that we we've had in the system since the beginning and then the invoice estimates layouts tool was added I want to say roughly six years ago or so but here is an example of an invoice template the detailed version and this is where you're labeling it that's a required field detailed then you've got your line options and whether you want to show the the quantity um description how do how do you want your invoice line detail you want to show all lines Pop level lines all summary lines and in that help guide it will go into detail about what each of those options mean but you also have a lot of other options to turn on show amounts on the summary lines show line quantity and rate and here we have Showtime detail checked and then we're summarizing no summarization sorry show each time transaction you could even turn on show comments for for your time entries if you chose to then you have a lot of grouping options person and service service person budget tasks budget task sub detail and then you can turn on show labor hour show labor rate numerous options that may be turned on or not turned on and you can see that we are showing expenses detail and the you have these settings turned on and we're not rolling up expenses by item but we could choose to do that so this is your invoice template tool and then on the layout tab here this is where you could you know upload your own logo we have the work of magic logo on ours but I also wanted to point out that if you wanted to save any changes if you wanted to add a new one I can hit the plus button here and then just give it give this a new name and then I can choose whatever options I want for that particular new um invoice template that I just created since we've turned on enable the invoice and estimates layout tool we also have right below invoice templates is invoice and estimate layouts so this is the one that we'll be using today down here um multiple project detailed billing item and item if I want to create my own version of one of these that's already installed in the system I can hit the plus button up here add new just a blank slate or copy existing and this is where I can give my new layout a name you can see that's a required field of the Red Dot and then I would choose which one of these layouts that's already in the system to copy that way you can keep the original intact if you want to refer back to it and then just play around with a working copy sometimes you know I would recommend maybe create two two copies of the same layout that way you retained the original and then you can play around with the you know practice layout one and practice layout two and and make changes back and forth without um um messing up your original practice layout that you had so feel free to do that just going to take a peek at questions here uh Shannon um if you want to hold off on that question I believe that is an an option just off the top of my head I can't tell you where where to rename your invoices so that there's not the IND prefix um apologize for not having that off the top of my head but if um if you do want to shoot an email to support working magic.com you can reference uh Randy on the webinar uh said he would look into where to uh remove that inv that you're discussing okay so what we've seen here sorry I wanted to bring up my example didn't want to leave there so I'm going to bring up my multi-project detailed billing item an item the one we're going to be using today that opens up to the estimate tab so I'm going to flip over to the invoice Tab and this is the uh the tool that you can use to modify what you're seeing in any of these areas here and in that webinar that I put in the chat it will go over how to you know move these fields around this is what you see is what you get wysiwyg type tool so you can highlight multiple fields and then adjust them left left Justified right Justified move them as a group but this is this is what's allowing you to like down here in the details section you have your line subject project number total amount project description these are all invoice line fields and this is where you can drag these fields down in and resize them the way you need to but we won't go into that much detail today but I did want to point out that you do have access to this tool once you enable that transaction preference and you can tweak those so if I do look again at my um on the invoice side and I go to settings tab at the top this is where you have additional control similar to the invoice templates tool where again you have your name and then for the task detail what do you want to see all tasks top level task summary tasks and then how do you want your line format do you want to buy task Do You Want It by service or do you want to buy billing items so you can make you know those choices there and then down in here this is your campaign project or segment so one invoice per project and then media is a billing item reimbursed billing item other outsourced services and then within production I have my tax item and I have that set up to show the sub item details unlike the others I have not changed to from no detail but also in Professional Services billing item I have my taxable account management and there it is and I have that set up for sub item details so what that means is when I generate my invoice and this is that project billing item an item layout that we're using it will choose the uh sub item details when I generate the invoice for this particular project that's pretty much the the back end setup whether you're talking about setting up your sales tax or Services your items or setting up your client those are all things that you can do in the back end before you're ready to actually start generating your invoices and printing them out to make sure they look the way you want them to to look for your clients so I'm going to jump out of the back end of the system and use my shortcut from my recent Tab and open up that project again and here just to show you the budget of the project and I have this set up as a time and materials project so here's my Labor budget and my expense budget you can see there's that tax item and I do have my taxable account management in there and I've actually got the four hours worked so far a labor grows of 500. so now I want to bill this project and so I'm going to go to the billing Tab and I could use the mass billing tool on The Today billing page if I chose to but we'll just bill from the project here today and so this is now showing me Bill actuals because this is a timeline materials project if it was fixed fee it would it would have a fixed fee tab up here as well and not and then I could choose the bill actuals but it would default to the fixed fee so this is my labor and this is my voucher which is my purchase order which I've linked to my vendor invoice which I called tax123 as the vendor invoice number but if I choose to bill this I'm just I'm going to bill everything I could choose just the labor it could choose just the the voucher itself but we're going to build both and click Bill to Bill both the labor and the voucher and over here you can see one per billion item an item that's the line format and that's coming from my client record adjust total to bill amount two you can see that as a required field and it's defaulting to the total here 571.88 if I wanted to Bill 500 or 600 I could change this to 500 or 600 here and generate my invoice and it would update the Delta between the percentage of 571 and 600 or 500 and it would adjust those transactions by you know roughly well one or two percent whatever that would be but we're just going to go ahead and Bill what is actually um the billable amount so 571.88 I'm going to create my invoice and then this invoice should be designed using that um layout that we chose on the client record which would feed to the project project settings for billing and then feed right into here as we generate our invoice so my client is my taxable client and so now I have my production section and my Professional Services as my billing items and then here's my tax item and then my taxable account management you can see up here in the top right hand corner under the summary the total is 571.88 California tax of 51.47 Orange County tax of 11. 44 and if I open up one of these lines this is where I can see that that tax for California 647 Orange County 144. if LA or Los Angeles had their own tax I could set up a city tax as well that's how you could get a third tax in there if you wanted in add other taxes and I can I'm not going to do that but that is that is an option and then you can see for Professional Services this is forty five dollars for the California tax and ten dollars for the Orange County tax the nine and two percent respectively I'll go ahead and approve my invoice and then I will post my invoice to give you those details and now you can see how this is going to hit your general ledger so I've got my 63479 hitting accounts receivable gross revenue from production and gross revenues for billed service fees 71 88 and 500 respectively and then I've got my state income tax and County Income Tax being posted to in the general ledger here as well to the 2150 and 2155 accounts that is posting those details and now I'm just going to unpost it for now check out the the details using the edit pencil here I have my layout multi-project detailed billing item and item this this is defaulting from the client to the project to the invoice this is a hot link back to that layout so this is a nice handy tool just if you wanted to make some tweaks and come in here and and make some adjustments to you know what what you want to show in your details section or in your report footer or the report header whatever you want to make adjustments to and then save those changes over here and that little green save layout option and then you can come back and then print that out again with those changes and you can see that I see how those changes are basically live all right I'm going to take another peek at questions and um we also have a question uh how do you customize your client statements um most specifically how do you get your logo on the statements now your client statement is different than your client invoice so I'm not positive you're talking about the layout for your invoice or if you're talking about a layout which would be your report um logo because I think what you're discussing if I go to my a billing page and one of those views is Imports client statement so this is a a report that you can run and that would not use the same I mean you could upload the same logo as you in your report um logo for your company and that would be printed on your client statement but your logo for an individual invoice whether it's the template or the invoice and estimate layout tool you have I'm just going to show you that just in case this is what you're actually talking about so under the detail tab under layout this is where I would add my own logo from my hard drive or my network drive by clicking that plus button there and then uploading whatever logo I chose same idea on your invoice and estimate layouts I have the one that we've been using if I double click on that logo of my working magic logo then I can replace that with a logo from my network driver hard drive I believe your your talking about or I believe you can set up your report logo here and that is going to print on all your reports like your client statement so that's the area where you would upload your report logo unlike uploading a specific logo for your invoice templates or invoice layout tool and then we have how does the sales tax work on an advance bill let's see work's not done yet again off the top of my head I'm not sure how that's going to apply um I would suggest shooting email to support workmanjig.com and let them know to ask Randy to research Advanced Bill and sales tax because I know there is a difference what is the best way to tax an advance bill invoice so same type of idea there so um I will look into that and if if you send in that email like I mentioned to support that gets routed to your account manager and if you reference my name um either in the subject or the body say hey Randy said he'd look into the sales tax on Advanced bill I'll get I'll respond to both of you guys there sorry about that not knowing that answer off the top of my head all right any other other any other questions you're welcome Shannon um all right well thank you for joining our webinar and uh it should be posted in The Help guide I mean I think within the next uh week or two uh if not um just again shoot an email to support workamajig.com and say hey we had that webinar with Randy we'd like to see the recording and the help guide and they you know when that's gonna all right thanks everybody again for joining have a great rest of your day take care everybody bye