Customer billing is made simple in RedTeam, where you can use the billing tab of your project to add and note invoices, track balances and due dates, and view deposit details. Customer billing is only available when your project is in "In Progress" status. Customer Invoices are created in RedTeam as part of the process of billing your Customer upon completion of work outlined in the scope. Invoices that have been created and approved will appear in the Invoices tab under the Customers Overview section of RedTeam to let you better track and manage money owed to your business. For more information on Receivables and accounting, see the "Manage Accounting Receivables" Wiki. To view only Receivables aging for a particular customer, locate the Receivable Aging report under the view icon in the Customer's Invoices tab. For more information, see the "Manage Customer Accounts Receivable" article.
1. Create a Progress Invoice (AIA-style Application for Payment) 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.
The first step to creating a Customer Invoice is to create or update the Schedule of Values for the Project. Schedule of Values are often set up during the "Request" status of a Project, while a Proposal is being put together. Once a Project has been awarded, however, you have the opportunity to modify or update the Schedule of Values before you begin billing.
Steps:
From the Project's Home menu, click "Customer Billing" or navigate to the project's Billing tab
Click the New (+) icon and select "Add Progress Billing" from the dropdown
Fill in the General Information (i.e. Recipient, Period Ending, etc.)
In the Details, fill in the progress against your SOV items by Amounts or Percentages
When finished, click "Next Step"
In Step 2 taxes may be adjusted or applied by selecting from the drop down list
In step 3, you can add attachments to accompany the Invoice (optional)
Once all files are uploaded, click "Next Step"
From the Confirmation step, you can View the Invoice to preview and Commit
2. Create a Cost Plus Invoice to the Customer
Cost Plus contracts often require Cost Plus Billing which can be created in RedTeam on our Standard Invoice or AIA-style Invoice formats.
Cost plus billing is a billing method that captures actual costs for performing activities. You calculate customer billing amounts by marking up the actual cost. In RedTeam, you can use the Cost Plus Billing option to pull from Actual Costs entered on that Project in RedTeam (Vendor Invoices, Employee Timesheets, Employee Expenses, and manual job cost entries) in order to create an Invoice for your Customer.
The process to create a Cost Plus Billing is the same process to create a standard or AIA-style Progress Billing in RedTeam, with the only difference being that you pull in from the Actual Costs instead of manually entering progress against each line item in the Schedule of Values.
Steps:
From the Project's Home menu, click "Customer Billing" (if grayed out, confirm the Project is "In Progress") OR navigate to the project's Billing tab
Click the New (+) icon
Select "Add Progress Billing"
Fill in the General Information (i.e. Recipient, Period Ending, etc.). Be sure to choose the billing format you prefer (either AIA or standard Progress Billing).
In the Details section, select either "Amounts" or "Percentages" and then in the Billing Adjustments box, click the "Cost Plus" checkbox
Once Cost Plus is selected, the "Completed & Stored to Date" number (column G) or the "Progress Percent" will become links you can click to open.
The new window that opens will have 3 sections, and a filter at the top to sort by cost type, project scope, etc.
"Previously included in Completed Amount without Stored Materials" shows all Actual Costs selected and previously billed on prior Customer Invoices
"Currently included in Completed and Stored Amount" shows items currently selected and included on this Customer Invoice
"Not yet included" shows items not yet included on any Customer Invoices, and it's this section where you select items to be billed on this SOV item
To bill against this SOV line item, check the boxes for the actual costs you want to include under the "Not yet included" section and click "Include". The "Include" button will appear at the top when you have checked any boxes to be included.
Once you click "Include" these items will move into the "Currently included in Completed and Stored Amount" section (un-check to un-include) The Currently Included section will summarize the Actual Costs included & total SOV line percentage.
Note: clicking "Exclude" will remove items entirely so they can never be billed
When finished with the current SOV line item, click "Close" to close the window and move to the next SOV line item
Complete the Details section by including Actual Costs as well as manually updating lines if necessary
When finished, click "Next Step"
In the next steps, apply Taxes and upload Attachments, if necessary
From the Confirmation step, you can View the Invoice to preview and Commit
3. Create a Miscellaneous Invoice 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 is a Miscellaneous Billing invoice. This type of invoice is a much more simple and basic document than the popular AIA-style Progress Billing. It does not utilize a Schedule of Values and does not compute progress completed against one. It is a simple form that allows you to outline what work was completed and the amount you are billing for. This invoice type is more common on small Projects and residential jobs.
If you prefer to create an AIA-style Progress Billing, you should choose that option instead.
Steps:
From the Project's Home menu, click "Customer Billing" OR navigate to the project's Billing tab
Click the New (+) icon and select "Create Miscellaneous Billing"
Fill out all of the required information for the Invoice (denoted by an asterisk)
Click "Next Step"
In Step 2 you can add or adjust taxes for the bill by choosing from the drop down list.(optional)
In step 3, you can add any attachments to accompany the Invoice (optional)
Once all files are uploaded, click "Next Step"
From the Confirmation, you can View the Invoice to preview and Commit
4. Commit a Customer Invoice
When you have reviewed your Invoice to the Customer and are ready to print or send it, you will want to remove the Draft watermark from the preview by Committing it. If you need to make changes to a Committed Invoice, you must have permission to Uncommit. If you do not see the option to Uncommit, contact your System Administrator or contact Customer Support.
In order to properly calculate progress (percentage and amount) on a Customer Invoice, you may only have one Invoice in Draft status at a time. You will not be able to create a new Invoice if there are Customer Invoices in Draft status. The Draft Invoices must first be Committed.
Projects must be In Progress for the Billing options to become available.
Steps:
From the Project's Home menu, click "Customer Billing" or navigate to the project's Billing tab
Click the tools icon
Click "Commit" or click "View" to preview the Invoice and Commit from the View
5. Edit a Customer Invoice
Once you have created an Invoice to the Customer it will be in Draft status. While an Invoice is in Draft, you can use the Edit option from the tools to modify it. If you need to make changes to a Committed Invoice, you must have permission to Uncommit and move the Invoice back to Draft status. If you do not see the option to Uncommit, contact your System Administrator or send a Help Me ticket from the Help Center.
In order to properly calculate progress (percentage and amount) on a Customer Invoice, you may only have one Invoice in Draft status at a time. You will not be able to create new or Uncommit if there are Customer Invoices in Draft status. The Draft Invoices must first be Committed.
Projects must be In Progress for the Billing options to become available.
Steps:
From the Project's Home menu, click "Customer Billing" OR navigate to the project's Billing tab
Locate the Invoice you would like to modify
Click the tools icon
Click "Edit" to open the form
In the form, make your desired changes
Click "Save"
If you wish to upload attachments, click "+ add files", or click "Close"
6. Delete a Customer Invoice
Once you have created an Invoice to the Customer it will be in Draft status. While an Invoice is in Draft, you can use the Delete option from the tools to remove it permanently. If you need to Delete a Committed Invoice, you must have permission to Uncommit and move the Invoice back to Draft status. If you do not see the option to Uncommit, contact your System Administrator or send a Help Me ticket from the Help Center.
In order to properly calculate progress (percentage and amount) on a Customer Invoice, you may only have one Invoice in Draft status at a time. You will not be able to create new or Uncommit if there are Customer Invoices in Draft status. The Draft Invoices must first be Committed.
Projects must be In Progress for the Billing options to become available.
Steps:
From the Project's Home menu, click "Customer Billing" OR navigate to the project's Billing tab
Locate the Invoice you would like to Delete
Click the tools icon
Click "Delete"