Time and Materials (T&M) Proposals are Contracts that combine fixed-price and cost-reimbursement features. These Contracts measure costs based on direct labor hours at specified fixed rates, overhead, profit, administrative, etc., costs at fixed rates, and actual costs of materials. They are used most often when it is not possible to accurately estimate the extent or duration of the project or to anticipate costs with any reasonable degree of confidence.
T&M Sheets may be created from the Progress tab of the Project. To be properly utilized, the Project must be classified as Time and Materials (T&M) Proposal, as specified when the Project is in Request status and Contract information is determined.
For Customer Billing, T&M Sheets are Committed and included in an Invoice to the Customer.
1. Add Time and Materials (T&M) Sheet
Follow the steps below to add a Time and Materials (T&M) Sheet
Steps:
From the Project's home menu, click "T&M Sheets"
Click the New (+) icon
Select "Add T&M Sheets"
Enter the duration of the work (Work Date to Estimated Finish Date)
Select the Scope of the contract for which you want to add Time & Material
Enter a short description of the work completed during the date range, and select an Author
(Optional) Upload a file related to the Time & Material work
Add Time and Materials for all labor, subcontract work, and material. Be sure to click "Add" after adding each item
Click "Save"
2. Edit a Time and Materials (T&M) Sheet
Once created, it is important to Commit the T&M Sheet so it can be included on a T&M Billing to the Customer.
If you need to Edit a T&M Sheet, it must be in Draft status.
If the T&M Sheet has already been Committed, you will need to Uncommit it first in order to Edit it. If you do not have Permission to Uncommit, contact your System Administrator or RedTeam Service for assistance.
If the T&M Sheet has already been Committed and included on a T&M Billing, you will need to remove the T&M Sheet from the T&M Billing first, then Uncommit in order to Edit it. If you do not have Permission to Uncommit a T&M Billing, Edit a T&M Billing, or Uncommit a T&M Sheet, contact your System Administrator or RedTeam Service for assistance.
Steps:
From the Project's home menu, click "T&M Sheets"
If the T&M Sheet you want to Edit is in DRAFT status, click the tools icon and select Edit
If the T&M Sheet you want to Edit is in COMMITTED status, click the tools icon and select Uncommit, then you can Edit
If the T&M Sheet you want to Edit is in CLOSED status, it has been included on a T&M Billing and must be removed, or the Billing Deleted, to be edited
3. Commit a Time and Materials (T&M) Sheet
Once created, it is important to Commit the T&M Sheet. First review the T&M Sheet, then select Commit. Only when the Sheet is Committed, will it be available for inclusion in a T&M Invoice.
Steps:
From the Project's home menu, click "T&M Sheets"
Locate the T&M Sheet in the list
Click the tools icon
Click "Commit"
To Commit multiple T&M Sheets at once, click the checkboxes next to the Sheets you want to Commit and click "Commit"
4. Create a T&M Billing to the Customer
Customer Invoices (Applications for Payment) can be created once a Project has been promoted to "In Progress" status. Projects "In Progress" are under contract, and as such, may be billed for progress on the job.
One of the Invoice types supported in RedTeam Flex is a T&M Invoice. This type of invoice is only used on Projects that are classified as Time & Materials (T&M) Proposals, as specified when a Project is in Request status on the Estimate tab.
T&M Billing incorporates Committed T&M sheets into an invoice. To check if a Project has T&M Sheets or to review and Commit them, go to the Project Home menu and select T&M Sheets. To check if a Project has been set as T&M, go to the Contract tab and check the Type column for the original contract.
Steps:
From the Project's Home menu, click "Customer Billing"
Click the New (+) icon and select "Add T&M Billing"
Fill out all of the required information for the Invoice
Scroll down and use the checkboxes to select the Committed T&M Sheets to be included on this Invoice
Click "Save"
From the summary, you can View the Invoice to preview and Commit