Create Your Progress Billing Sample for Entertainment with Ease

Progress billing sample for Entertainment

years even before the current ownership of Studio designer I was able to consult with the original owner and creator of Studio designer which was formerly studio webware and even prior to that studio desktop okay for those of you that are super old school um I've been a certified consultant for this company for over a decade I know their software in and out best practices in these next series of videos I basically give you all the tools that you need to successfully own operate and manage your interior design or architect firm okay I include step-by-step processes for just about everything from setting up a brand new studio designer account um the process for project management and what that looks like and the best practices for accounting and maintaining the books that we've set up I think oftentimes when I see issues in studio or incorrect processes it's because somebody is just trying to get by um with the knowledge that they have and trying to implement that and kind of just doing some workarounds within studio but in actuality studio is designed um to address all the different ways I've seen people do business and it's just identifying the correct one because it's so customizable and like I say this all the time nobody does business exactly the same it's best to understand you know what it is you're trying to do and that's often when I say if you're you're gonna encounter or hit something new in your business wouldn't it make sense to do things properly and just find out how to get this in there correctly set up okay because I feel like a lot of times um people just aren't well versed in the different things that you kind of need to know in order to make things happen not just in studio but in any software that you're using Okay um there's the the process from an interior designer's eyes the creative process there's the Finance and Accounting piece from a business management and accounting standpoint and the last piece of it is obviously the way it's going to look for our client and what they need to see right and all the things that kind of go in line with that so I'm gonna just go over something in terms of laying down the foundation for a progress billing of some sort okay so when I say progress billing oftentimes if we're talking a design fee like a flat fee for Interior Design Services you know Consulting fees there's um time billing that we can put in but I feel that that is very um I mean I've seen a lot of people do it that way and there's pros and cons for me personally when I see progress billing um it that are that is not related to an item right we're just talking progress billing for whatever it is okay um I'm gonna I'm gonna address that here and kind of talk about the different um things that you're going to want to consider when when going into something like this okay so and okay I'm gonna just set up a new item I'm just gonna I don't know pick up pick a vendor I want to make sure that I point out sales codes when we're adding all these different sales codes I want to make sure that people understand that you don't always need a bunch of new sales codes um if for some reason you aren't using the sales codes that are in place um I would recommend overwriting one that you know you're not going to use as opposed to um setting new ones up because they they all tied to different things and that's usually where I see a lot of mistakes but um moving to progress billing like foreign for a situation where um this this client already agreed to a fifty thousand dollar um you know design fee okay um that's not going to exempt me from tracking time or chipping away at it setting it up to make sure that we remember all of these details okay so I'm just gonna go ahead and put labor okay because design fee usually is still considered labor if we wanted to set one up we can even just go ahead and let's just do it time billing okay that that's a good way to do that and in a case like this um where we are treating the fee separately I may make um a room called miscellaneous or I may make a room called um design fee okay um as a matter of fact I I'll do just that um okay I'll just say um design C um okay and then we're just going to leave it as that and I'm I'm going to explain how I'm going to use this okay you're going to go ahead and um you know break it up as many times as you see fit but in this case I'm going to just say um you know uh um okay and I will just say um design fee um per client um all those okay and I'm just going to you know you can break it out however you want to and you know I'm just going to do 50 percent um 50 down and let's see I'm gonna pause right here so I can review this details on this okay so I reviewed some details and I just made some hypotheticals okay so based on this let's just say if we're talking about a 50k design fee for the client contract fifty percent being due at Contract Signing means we would have received it right in order for us to take this client on we would have got it so let's just say that there is the 50 down and um 25 percent upon starting or 90 days after contract signing I just made these up you know so basically we would be saying if that was the case then you need to understand that anything that you put here is like a proposal meaning this is what we need to get going and basically at completion is when you owe the final balance the the final payment and any other balance okay there's a number of ways you can do this okay in the case that I'm doing this right now let's just say 36 five I may do this oops seven five hundred and um it shouldn't be taxable but it it's I'm going to leave it at as yes for now so you can see that there is sales tax okay so on this okay if your um Design Services do not um get taxed in your location and I'm going to change it because the majority of places don't okay however it is very clear on a lot of um uh Design Services if that your services result in sales of goods or products or finished goods then usually those are sales taxable okay I'm putting no for the sake of this even though I probably should be in this town's location but I'm gonna I'm gonna leave it as no okay and move on so that being said um I'm gonna just put 37 500 here okay and I I wanna I wanna basically show you what that does okay if we were to create a proposal and I will okay um okay so if I were to create a proposal it is going to ask for 37 500 even though the 50 down was due at signing now how that would be reflected here was that we would have applied that um 25 000 payment and so that means when we send the proposal out which would really be 90 days after signing the contract that would be you know when I would send this out I would probably send it before obviously and and say when it was due but basically that would be for the balance that would be the 12 500 okay and then at the end when we invoice that is when the the remaining 12 5 is due okay that is one way to do that okay now let me let me show you by doing it in components okay you can also do components so you can do it this way and I'm just showing you because I want you to see how quick and easy it is so I saved it now I cloned it okay now I just want you to see what this is this is basically creating the um second component which would be um this twelve thousand five hundred okay and then um you can always do and do it like this if you were doing it in components okay um you can I you know you can change it and to reflect the right and write them out so I'm just gonna kind of break it out so right here I'm I'm doing it in components and I'm going to show you what this does okay um whoops let me take this one and clone it because this is the main one okay and then um I always make this the and we can do it like for this um okay so I'm just going to show you what this does so if I were to put these all on the proposal so I'm going to just add them all on okay because I want you to see what this can do okay so what I what you can do you can show this a number of ways right um when you want to hide things okay and I'm going to show you what I mean okay you can show all the items you can also just do first component first component is only going to show first component usually is going to only show and this may be different I'm gonna have to look at the setup the first component usually only shows the first item and everything else is rolled under okay and let me move that okay and let's see and I usually won't um show all of them or add all of them to the proposal however you can put them on in like all like this you can also um hide them that's that's why it didn't it didn't number correctly okay so you can see y numbering and you'll hear me stress this a lot numbering your items is so important especially when there's a ton of items and we're going back and forth and talking about them so now when I PDF it we can first component okay and right now you can see you can you can um see that it's all of the total right now okay that's because all the items are there but at different points in time you can add and remove them so um without invoicing okay if you choose to invoice that is fine too but but basically um I amounts aren't due and payable until they are invoiced so what that means and I'll just show you okay is I can remove this from this proposal because it's not yet do okay so I'm gonna go ahead and do that so if I wanted to say okay well just the standard design fee the 50 is is due now okay we can we can do that and how that would look is by sending it like this okay so I can send it like this I can um I don't even have to show all the items I can even just do it like this even though there is just one item here now so this is what it would look like right we can even um hide the other you know payment or uh percentages but basically this is how we would get the payment this is a proposal okay and then the great part about doing this is when you are to filter with your design fee here you can see that the other things are not even on there yet okay you can see that they're not proposed they're not due they're not anything okay so that is why we would set them all up when you want to add this to the proposal you can simply just add it to the proposal and then you can send it to them again you can send it on the same proposal or send it on a new one and the great part about this is you can hide or show the amounts so in the case where we would you know they would already have paid that that piece of it would be 25 000 and then you could either send this on its own proposal or add it to this and invoice it out or it's a matter of how you want to account for it and what it is you're you're doing okay there there's a number of reasons why you would account for things in a certain way okay one of the main things is Studio does not recognize income or expense until the item is invoiced you hear me say this a lot almost constantly when we're talking about items okay that means if they pay this um and I pulled your financials this is not going to show up as income until we invoice it that goes the same so let's say I put it here both on the same proposal that does not mean that I could not um invoice I could go totally go ahead and invoice this piece of it and have this piece not not invoice but paid okay so there's a number of different ways you want to do that but this is the best way because it this is how we make sure that we do not miss anything and when I say miss anything it means you know does anybody I I see a lot of um companies leave money on the table because they're either invoicing you know late or incorrectly or untimely or they simply just miss it even in cases where a client may not owe anything there's a reason why you do these processes because you want to make sure that you're accounting for the sales tax and for everything else in the right periods okay I think that's often overlooked but um let's let's clarify exactly how and what we are um progress billing okay and in cases where this might be more like a GC or you're doing some type of construction we're still going to do the same thing okay you can you can either show it as a single item you can do it in components like this you can do it even under um time billing okay and and and I don't have problems with time billing however when we're talking in terms of progress progress billing I like to see items because I know that I I will never close out a project without making sure everything is closed out okay so if there are questions or anything else that we need to dive into let me know