You can raise invoices directly from time spent on projects, or you can tag existing Purchase Orders, Quotes and Sales to a project.
Billing for time is done for any number of jobs at a time (see Billing from the jobsheet and Billing from the Timesheet). Billing for none time based products is outlined in Bill from a Project)
Adding Sales Orders to a Project
To bill for a non time based product (for example you are selling stock items and wish this revenue to show in the project), find the contact you wish to bill using the contacts quick search box at the very top of the screen, create an order and then select the project from the Other/Payment info tab.
Billing direct from the Jobsheet
If a job has time allocated to it then you can raise an invoice directly from this time. You can set a different charge rate for each job.
Only users where project permissions have been set for “raise invoices” will be able to raise invoices from time.
- Open the project jobsheet
- Select the appropriate job(s)
- Choose “Bill to client” from the drop down menu above the job list, select the client (this will be a list of the contacts set to “bill to” in the Contacts tab of the Project settings) and click “update jobs”
One single order will be raised with one line for each job ticked. If 2.5 hours have been allocated against a job, and the rate for that billable product is £10.00, then the order line will show 2.5 * £10.00 = £25.00. Note that this order will only be created as a quote (or whatever you have set your default order status to be). To progress this to an invoice you will need to post the order to accounts.
If you wish to reverse the bill-to operation, you can select the billed jobs and choose the “un-bill” option. Note that this will not delete the order, it will only untag the order from the job.
Billing from the Timesheet
If a job has had time assigned to it, then you can simply raise an invoice directly from the timesheet. This will create an invoice for the client using the “misc product” code, and the name of the job as the invoice line item. Open a job, click the "timesheet/bill client" link and choose from the options available.
Cost and Charge Rates
Pearl will allow you to raise Sales Orders AND Purchase Orders from time allocated to the same job. The rate that you are charging your clients is the charge rate and the rate that you are paying your subcontractors or suppliers is the cost rate. Both charge rate and cost rate are set within each job. Only a project administrator can see the cost and charge rates when viewing the project jobsheet.
More Info
For more information on sales, accounting and orders, please read the appropriate training packs, available from our website support area.
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