Simplify Your Invoice Agreement for Teams

Invoice agreement for teams

all right so this video is going to cover the outgoing invoices going out to your customer and we're gonna have a look at setting up these claim stages and pre setting those we're going to have a look at this refundable deposit and what that is we're going to have a look at the printed invoices and what they look like both with and without variations attached and lastly we're going to have a look at the invoice statement which is a really handy way of keeping your client up to speed on the different claims as they go through let's jump into it so first things first when I created this contract job I had a tick box to say - I want default stages or default invoices and basically the ones the six ones here this is them so they should mirror a Victorian Master Builders contract and it will be often quite similar for other states and other regions but to give it a check just to make sure it matches yours and if you do need to change it for any reason really really easy to do completely fine for you to go and delete some if you need to just make major changes if you just want to change a percent here in there that's fine jump in to say the frame stage change the percent it'll tell you here what the maximum is so you can't go silly and one really really common mistake is people will come in and go right my frame stage just say 20 percent and it goes nah it's gonna be under 15 and we get a support call asking well how do I make it 20 and the easy answer to this one is all of these add to 100% ie you cannot make it over under at any point so you've gotta takes percent off somewhere else before you can add it so I would go and reduce the percent first off say lock up and push it on to frame if that's what I wanted to do if you make your own to find kind of invoice stages and you want to save them absolutely go for it there's a preset button in here like a lot of other screens and this preset will save both the names of the invoices also save any comments on them it'll save the order that they appear in and the percentage so particularly if you maybe do one set up of invoices for Renaud's and another set up for full builds really good option to be able to save multiple presets before we go and actually issue any invoices I just want to make quick mention to this refundable deposit now it has a specific use and the main reason for pointing it out is just so it gets used at the right time so a refundable deposit in our words is a deposit or a lump sum that you'll take up front and you'll later credit back over subsequent claims if that doesn't sound like something you'll do then just don't use it and go through your normal claims as per normal this gets most useful we see it gets most used in cost plus jobs and completion percent jobs but everyone works a bit differently at times so it does get used all over the place but as said if it doesn't sound like something you used just don't use it and just do the normal invoices as you normally would lovely let's issue this deposit so I'm gonna go in and I can put comments in I can include variations which I will do later on and it will show all the dollar totals and how it's been calculated and ultimately I'm just saying yep invoice that at which point it pops up with a due date and you can change that to be what you need it to be but when it's setting it up initially you can just see this on the background here there's a default days here that's across your whole account so it's always going to go off that initially if you're happy with all the info go down and go save and close and print it to have a look as always print preview you can email it as well which we'll show you in a sec but this is what the invoice looks like now it's going to have customer information as mentioned earlier I haven't put a huge amount in about myself as the customer but all the information you've put in addresses and phone numbers go in here it will show claim amounts what the claims for and you can get multiple lines here if you do add variations the main things that we recommend to people when they're first setting this up just to ensure that a your details about yourself or correct and be that your payment terms are all good so for example I've gone and changed my default days to 7 a 7 business days is incorrect anymore you might change this to just say invoice must be paid by due date and that will that will cover all your bases whatever you change it to but the most common thing we see people change this around 4 is to add bank details which makes heaps of sense because otherwise the customer will call and say where do you want the money which is a lovely problem to have but it's easily avoidable too I'll close this one off and I'll quickly show you where the editing for those payment terms are so it's in this cog Maj payment terms and this is across your whole account so you go change it once and you're all good and one other thing I want to show you is just this email button because when I pop it open it's asking whether I want to send just the invoice or the invoice and statement so I'm gonna spend a moment just going through this statement because I think it's well worth covering and it gives a lot of information to your customer you can print a dance own which I'll do via this cog again and you can email it on its own too so what this is about it's essentially a summary of the whole job so all invoices all variations will show in here it'll show what they're kind of on the hook for invoice wise right now how much I've received from them how much is pending and it's just an overall high-level view for from the perspective of contract totals it'll show the original and will show the variation total and the adjusted so really just a good document to keep people in the loop lovely so let's go to another variation sorry another invoice and add the variation and there's going to be two ways of showing you this mainly because we get people do it in different ways just before I jump in I'm going to mark off this has been paid as well this deposit which is something you will need to do so we'll just say we've received the payment it pops open always like this just wanting to know how much because generally you're gonna get the whole amount but daily bank limits or people hitting the wrong amount or all kinds of stuff will make it a part payment and you can manage those here I'm just going to say yep full amount it'll say received it will record the payment and all good so base stage here and I'm going to go yep with this one I'm going to and this is possibly not the exact right time to be invoicing for a cooktop and down lights but the examples still the same you can grab them here and it'll add them to the invoice and you can see how it's done all the maths it'll add in this case three lines to the invoice so we'll have one for the claim one for the down lights one for the cooktop and when it goes to your accounting which it will as soon as I invoice it it will have multiple lines there as well so that's one way of invoicing and getting the money sorted for your fee variations if you have negative variations they really need to go against a claim like this so that we can say yep a total amount minus a variation amount however if they're positive then you can do this second method as well which is to say hey I didn't put it on this base you can actually see here because there's no variation amount here instead I'm gonna add a totally new invoice and just say claim out nothing percent of client of contract nothing this is only about my variations and plus plus and to confirm that you can see no contract value so the reason you might want to do this is let's say there's a bank involved and you have the customer paying variations out of pocket and you just want to keep it very separate so this is a great way to kind of tackle that problem lovely little subtle thing I haven't really pointed this out too much this bar will change color based on how much is wrapped up into this screen and right now it's gone back to contract total this is the adjusted contract total I the original plus the variations and it's saying all of that amount is taken care of in this screen I haven't missed anything keep an eye on this green is good blue is everything else so if it's ever not green it'll say why and generally it's because you've added a variation and it hasn't been added to the invoices yet it does also flag sometimes if you have been tinkering with this and you've made a mistake and you've ended up with these less than 100% so do keep an eye on it it's just a really good way to be sure your invoicing for everything you are supposed to be getting and that's our invoicing [Music]