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Subcontractor bill format for R&D

hi folks uh this is Rob and thanks for checking out the uh invoices training video for contractor foran uh what we're going to do during the in the video here today is I'll just start off with a little bit of the high level stuff take kind of walk through hit all the high points and then we'll fall back and get into some of the details ining is such a very uh important part of contractor forming with its uh job costing abilities it's really important to learn to understand how it's all tied together learn the kind of automations the workflows of uh invoicing so that said let's uh jump on in here you can see I'm in the invoicing screen here and a couple little just tips and tricks is in the main menu if you don't haven't learned this one yet we in invoices here I can start a new invoice from here and I can also put this up into my favorites bar so I'm going to hit the star here and now you can see invoices is up here so opportunities uh has been start as you can see and projects has been started I can unstar them as well so I just click that now invoice is gone just nice little tip uh save you save you a couple clicks everyone want so back to the voice dashboard screen uh just going to kind of walk through some of the icons the fields explain part of this uh so here we have a search field and we can do alpha numeric search so just anything in the invoices I type something in uh it's going to help me find it I have a filter button here that is very handy because maybe I just want to look at things by due date or for One customer so I can just quickly create that filter to clear the filter you just hit the reset button when you're done with it going hit uh close here I didn't use it then we have the can Banner card View and a lot of people really like this because it's just a quick way to see where all of your invoices uh what the status of them is so I'll click the Canam ban View and so you can see my draft my submitted some of these are collapsed and to uncollapse something you can see that I got paid there's five of them there and to uncollapse that expanded I should say and if I want to close it again click it these are also drag and drop and you can customize these which I'll be touching based on in the uh settings up here I'm going to jump back to the dashboard you can see the different widgets is what we call them the dashboard widgets uh that we have for invoicing lot of these are fairly uh interactive because here we can see last month uh versus this month I can click that go back to last year uh the one down here balance uh by projects so table view is what we're looking at here but I could switch back to the Chart or graph View and that's always a nice view charts and graphs are great sometimes I do just need to see the table type information get the exact dollars on a certain job and over here we can add a new invoice there are multiple ways to add new invoices uh in contractor form and again just to save you a lot of clicks um the best way I'll show you it's going to be using the schedule of values which we'll be getting into later you want to create a schedule of values and then start a new invoice here there's the training video icon so every module has its own uh training video very important little light bulb there see when I click there suggest a new feature for this module so you can click here and give us your idea of what you think uh invoices should be able to do you know we try to think of everything but can't always catch it so give us a little summary write up a very detailed description this goes into the suggestions database and other people other users can see it uh make comments on it we'll see it make comments on it it can be upvoted Etc then we have the settings uh every uh settings icon every module has this icon and it's very important to understand how to you're to use this because here I don't have to go back to the main menu click on settings go find that setting where did we put it Etc search through a bunch of pages here is all my main settings for invoices and they're done by section so I can just edit that make my changes hit save and you just scroll on down there's a lot of settings here so I'm not going to take time to go through them all but they're all the basic settings um for uh your invoicing so like I said big big time save instead of going back searching through settings uh Etc then as we scroll down we've covered kind of the widgets and our icons as we scroll down here's a list of all of my invoices and I can look at them by unpaid I can look at them by paid and by all so now if we're going to start a new invoice yes we can go ahead and and hit the invoice here and start or new invoice and and start our new invoice here but mainly the the real way you want to do that is over in your projects I'm stopping here for just a moment because I can show you that as you come down to say you're in your projects let's say you just you just need to give them an invoice that's it don't don't need to get into the project any more than that just get them an invoice so your three dot Ellipsis menu over here little three dot menu item there they're all over in contractor forming and and make it a point to learn those know where they are and what's in them because here's where what I call the magic the automation that just does so much of a heavy lifting for you so here I can just click that and here's all the different things that I can do without ever having to open up a project do a bunch of click submenus click click create this create that no I'm just going to go add invoice right there I can also add a note inspection to-do punch list item Etc share link archive it and delete it so I always look for those three. menu items it doesn't matter what module you're in they all got them all the screens look and act the same in contract re formance so if I was going to start a new invoice I would just add invoice here now if you remember a little bit ago I had mentioned the best way to start a new invoice or use invoice and use invoicing and contractor forming is to use What's called the schedule of values and if you're not familiar with that uh what schedule of values is that's okay because we actually give you a little training video on that as well so let's click over here and I'm inside of a project now and there's the name of our project Fairfield homes and I've clicked on schedule of values now what we're going to do is we're going to create our schedule of values remember every time I do something in contract or form in it always pushes that information out in front of me it pushes those dollars out where they need to go so very very limited redundant data entry um as far as anything in in contract or form goes so here we're going to add items to our schedule of values you can see that in our schedule of values here going to be under our estimate items because that's where it starts I don't have anything yet because I haven't created it but I'm going to show you just how easy that is so add item to S so number of ways I can build my S so see we do have a training video for that part but I'm going to use import from estimate what this is going to do it's going to create the the default set of line items for your invoicing so each invoice every invoice you do whether it's one two or 10 invoices or more always has the same line items on it and it always shows what did we previous Bill how much is remaining Etc so it builds the consistency now in in estimating we had all of our line items and that's what I'm looking at here I could bring in all of my line items from my estimate you can see how many line items there are and what if I got 50 75 line items in my estimate that's going to mean that if I choose import items items mean line items from my estimate if I choose that one I'm going to have a 75 line item uh invoice super it's just too confusing for everybody too much ATT track uh opens the door for questions Etc but if you're also remember in estimating we have sections so what this allows you to do is bring in just the section names like you see here demolition Ru carpentry finished carpentry and mil work I'm going to select that one and there's going to be my line items uh for my invoicing I'm going to hit add item to list little confirmation box there and bang I built my schedule of values and therefore the basis of all of my invoicing now again there's my three do menu item so I can come up here and go add invoice the other way I can do it is just go into the invoice module again and do it that way as well let's go ahead and use this method I'm going to say add invoice see it's loading up an invoice here and it's filled a bunch of it out for us because it already had that information I can even set up defaults for my term so I can say on all my invoices my terms are you know net 30 and so that'll populate then it will is you notice it automatically calc Cal at the date here if I do uh Net 10 there's a date change a date for me so there's the tabs across the top details terms payments files and then the custom tab every module has a custom tab in it and this is for you to create your own Fields it's very easy to do you create those here in the in this under the settings gear and these fields are are reportable on you can put them on the PDF the actual invoice or or other PDFs that's uh very just I'm showing that very very handy uh handy tab to have those custom Fields so here's invoice date and Status draft now we're going to leave it at draft because we're just putting it together uh when I send it out to my customer it's going to put it to submitted and then when they pay it it'll we're going to move it to paid and all I'll show you all that shortly invoice number I can set that to automatically generate the next invoice number invoice two uh that's for you know maybe you've got a a bill two type situation where you're uh doing work at uh some apartments or something it's not really the person in that unit or something but it's a property manager so you're get to invoice to the property management company got a little spot for notes there now down here got the modules records we can choose how the items are going to show up on the invoice as we start to add item to invoice so let's just jump into add item to invoice again I can do this numerous ways contract forant is very flexible but there is a definite path that you want to learn in in the workflow doesn't matter if you're residential commercial Public Work specialty Subs uh just learn the workflows and automations in contractor foran and then haor contractor foran to fit fit uh how you do business it'll take a lot of work off everybody's plate so I can add items to an invoice from the cost item database I don't know if you've gotten into that yet but uh here I'll just pop it up real quick if you haven't and so here's a database I can create of all my material my equipment labor sub other items so I can build an invoice off of that and that might be for a real small job maybe didn't even do an estimate for it you just kind of went out did the work returning client uh doing some work in the backyard or something for uh I invoice again we can we're going to do it from our schedule of values I'm just walking down the options here uh import from estimates so if you do have an approved estimate I can pull line items in that way I can do it manually I can add a discount and we can do it tnm time and material uh invoice which I'll definitely create and walk you through that so we'll do that on our second uh invoice that we're going to create we're going to use import from schedule values right now items directly added to schedule values so select and select there are change orders now our change orders and our work orders I can have these automatically show up here I've got a number of years in the trades and and when it came time to do an invoice for a customer it was always hey did we get an approval on that change order uh can I bill for that change order how much did we bill for that change order etc those questions would fly around a lot of times we we would lose money we'd leave money on the table because didn't have a system system like contract reforming so here every time you do an invoice it's going to show you any change orders that are now approved and I can build partial for them or I can build change orders in full same thing with work orders so I'm going to bring in both the uh schedule values items and my change ORD so I'm going hit save and close and Bam there's my change orders down below you can see and then my schedule of values items now here I'm just going to set how much am I going to bill for each line item even on the change order so here I can build by dollars or I can build by percent a tip recommendation definitely make a note of this it it's a lot easier and you don't ever come up on any rounding issues if you do your uh your billing by either all dollars or all percent don't do uh don't try and do a dollar item here and then come on this item and line item and do a percent switch them back and forth if you're going to if you're going to build by percent build by percent if you're going to build by Dollar build by Dollar the other thing you can do here because this could be kind of an easy mistake to make if I leave everything um filled out here because maybe the phone rang somebody come in the office and I forgot to change that and I accidentally build it out 100% but I really didn't want to too so we do have that clear button there and I can do it on both both items I'm just clearing clearing everything out and then down at the bottom retainage uh if if you're getting a retainage held contractor Foreman handles that in just a wonderful way that is covered a little bit more under the um under the project trining video when you're setting up your project you're goingon to say okay I'm getting 10% held on me on retention and I just check that and then we would have the amount held here it calculates it automatically for you and then we have a uh a final invoice for retention that's all built into the system like I see your terms and due date that'll autop populate based on your settings uh if you do pay periods you can set that here you've got a description set tax if if you need to depending on how you guys do it and then we're just going to save our invoice now let's say we got this this done and I am going to come back and I want to cover the terms the payments the files touch based on the custom but uh now we're going to send this out to our customer I want to get paid and we do have the online payment the Ed strip so I'm going to submit to the client once I get paid on this invoice especially through stripe automated payments uh Etc going to just poost payment to the invoice we don't have to jump over and start over from scratch by coming down there and going click on payments type type type type type no you're just going to when you get the payment with it's full or partial you're just going to go post payment to invoice but let's send this to our client submit to client and here's all the templates that we give you for in voicing if you're doing commercial Public Works you need that AI tile there it is there's where I'm going to print it out in PDF and there I can put it out to it cell so I won't take the time to go through all of these PDF templates but you can go back later and and adjust these templates to maybe just give it a little bit more look and feel for your company or just how you want the layout to be but don't worry about it in the beginning because we want you to spend time learning how to use use contractor format because at that point then you'll know how you want to do these PDF templates so let's just say uh say without details go with details just a basic with details there it is of course your logo is up there hopefully you've got that loaded by now and there is our invoice and next if I'm going to email it out I hit next email wizard who am I going to send send it to I can CC myself add whoever I need from my directory hit next and you're going to go ahead and write the email and send it on out so going to get invoices done you can see in that method you know I was explaining a lot of things as I go but using this method where I use that schedule of values use the three dot menu item to create the invoice autop populated a bunch and then I just come down here and go import from schedule values brings in all of my line items now it'll it'll carry all the balances forward so if I did 50% on this invoice and I do this again on my second invoice it's going to show that I've already build 50% and it's not going to let you over build either you can't build for 101% um it's just going to stop you from doing it because that's a that's a tough one to figure out if you don't catch an over billing until 3 four down the road trying to do that forensic accounting definitely not easy to do let's jump back up here and then we're going to fall back and we're going to get into a time and material invoice um so we're in our detail tab now let's jump over to our terms and invoice terms and conditions you can have a default set I can and that's just a default what's going to come in every time I do an invoice it's going to show what what second got there then I've got my custom so I can just write custom terms and conditions or I can even have both here so I got my default and I got my custom again save typing have your default tnc's terms and conditions come on in here's our payment so it's going to list a history of payments because maybe do they don't pay in full for whatever reason so you can have multiple payments uh over one invoice and it can track them right there files anything that had to go with that invoice maybe it got emailed out with the invoice where you just got some backup documentation that you want to attach to this invoice and that will also show over in the project so if I load up files here for an invoice it's going to show it in the projects uh I won't bother open it up here but it would show it under uh documentation under that project and went the wrong screen and then we did go over the uh custom tab really that's uh for standard invoicing using schedule of values that's kind of the trick to it and it all really remember contractor are form and all the modules are linked it's not separate modules it's one program so as soon as I do the estimate approve the estimate then I can create my schedule of values it sets up all my my financial parts of a project uh build out your schedule of values and all that's just done for you taking hours and hours of work off of your plate so let me start up let's take a new invoice for uh this project so I'm going to go back here and I'll go uh just start a new invoice this way I showed you three do menu item but we'll just do it this way because I can easily show you that it's quite a bit easier when you use that 3. menu item because it autop populates everything so here I got to select my project I going to fill in the customer and stuff for me but not as much as if I uh use the other method got my dates up here it's going to put it at draft and down here now I'm going to add item to enoys contractor form is really just in and repeat once you learn two or three screens you've really picked up on and and learned them all everything's always kind of the same place everything's done the same way it's just very very call it boring but repetitive uh but it really helps you learn it a lot faster and saves you time so here we're going to do add time and material and when I choose time and material it's I I can pick things with the date range I'm just use all here but I can flip that over and go custom and select the date range but I'm way I've got this set up I'm selecting all I'm material what materials did I use what labor did I use What expenses did we have uh do we do we need to build for any equipment so you got all those items here and very very very simple to do we're simply selecting that there's a purchase order that I had to bill for now I'm going to go to expenses got a couple of expenses and I'll say well I'm just going to uh B for that one I don't have to select both of them it's even one that I want to bill for I have change orders don't always have change orders on a tnm job I get it but sometimes people some some jobs you do um totally out of the scope work and they just said hey while you're here can you do that we didn't talk about you doing it but could you do it just make that a change order on that tnm job it's a really easy way to keep things sorted out and track so I'm simply just moving down my tabs here saying what is it that I want to build for select that and go some equipment uh here we go so I've selected my items from all my different tabs and I just go save and close and here's the items that I brought in and now I can edit these line items you can set your default markups and you do that again under this settings tab but I can't I have that edit button because maybe I need to change something on here uh maybe the cost code even something that simple was wrong so I need to put it to the more correct cost code or some hours were off or something like that but I can edit that line atam save and go down say purchase orders going to one up and again I can change whatever I maybe need change I just want to review it make sure everything is correct or maybe I have to collect tax on that item either way save and close it's simply just like a regular invoice I'm just going down making sure my line items are all correct there's all my time cards uh and you save that invoice and send it out and it tracks all your invoices your expenses uh everything time and material uh about that job then let's uh jump back here I'll good save said post payment so let's say that okay I got the payment uh for this uh invoice that I sent out for $2,333 so instead of like I say jumping way over here going payments and click click type type type I'm simply going to post a payment and there we go I got a spot for notes the amount maybe they didn't pay it in full maybe they just gave me $1,000 that the payment type and in review checking it making sure the check cleared the credit card charge went through whatever it might be received verified post QuickBooks see where it says post to QuickBooks right there so if you're connected to QuickBooks desktop or online or that's showing that you are connected and it will then send that payment over to QuickBooks so every time you uh do an invoice or then Financial in contractor form and it's going to send that information over to uh QuickBook so even the the invoice everything life around the invoice go goes on over so folks um that kind of wraps it up for the uh invoicing training video we've covered the tnm we covered the schedule of values um hope that helped and we'll see you on the next uh next video thanks have a wonderful day