Splitting Invoices

Sometimes a job/project needs to be split and invoiced to multiple parties with the invoices containing the same invoice line details.

Within Abtrac you’ll create the first invoice with the total amount and then split that invoice and amount between multiple parties.

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Simple reports to get started with invoicing

Getting started with your invoicing normally starts with a few reports to see who you’re invoicing and for how much. This can then be checked with project managers to confirm they are ready to invoice the clients and if they are happy with the amounts.

There are two basic reports that can get you going. Unbilled Work Quick Summary and Timesheet Entries.

Unbilled Work Quick Summary

Unbilled Work Quick Summary is found in the invoicing section and as the name suggests this will be a summarised report that you can run against one or all jobs to see quickly whats outstanding out of all your billable time.

UnbilledWorkQuickSummarySelection

UnbilledWorkQuickSummary

Timesheet Entries (Billable WIP Only)

The Timesheet entries reports are found in the Timesheet Entries section and can be used for invoicing and also general reporting. The trick is to tick ‘Billable WIP’ (shown below) to only show information that hasn’t yet been billed.

The timesheet entries report shows information based on timesheets which may be easier for a project manager to confirm what’s billable, what to hold for the next billing cycle or what may need to be written off.

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Timesheet_Entries_Report.png

 

As mentioned this is the simplest way to get information to show what may be billed. Both of these reports have a number of grouping and filtering which can change the information shown, and there are also other reports that show the information in greater detail. If you would like to know more about reports used for invoicing please contact us.

How to Archive data (make items non-current)

How does making items non-current help you

Simple, fewer pieces of information to load means you will have a faster system.

Screens such as the searches, timesheet entries, invoices, and some reports all load with the current data that is available in the system, so it’s pretty straightforward to think that making items non-current will give you a quicker response for all these pages.

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Managing Sub-consultants

You can use sub-consultants in Abtrac if you outsource work to third parties, and need to manage them over the duration of one or more projects.

They may submit invoices for you to authorise and pass on directly to your client for payment. Alternately they may submit invoices to you which you pay and then you invoice your client as if the sub-consultant is part of your team. At that stage you may also apply a margin to the sub-consultant invoice.

The essential feature is they are submitting their claims as a series of creditor invoices as they work through their contract requirements on projects for your clients. You need to know what they have already invoiced, what is this particular invoice for, and how does it fit within the contract agreements you have with them.

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Invoice Status

With AbtracOnline you can assign a different status to an invoice so your team knows where you are up to with its creation. Examples of these statuses can be Draft, Returned for Edits, Approved, Committed.

This is helpful when there is a team of people creating an invoice but one final person signing off on the contents of the invoice.

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Creating a Purchase Order

A purchase order can only be created for an entity we call a Sub-Consultant.

Sub-consultants and contractors are managed and linked to projects in Abtrac through the tasks module.

Before creating purchase orders you’ll need to have created Sub consultants within Abtrac. For more information on Sub consultants and sub consultant invoices please refer to this knowledgebase article.

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Auto Generate Invoice – Fee total with narration

In AbtracOnLine you can create invoices automatically from your project task and timesheet data.

The Auto Generate by Fee total with narration option creates an invoice with a pre-filled narration paragraph and then inserts the total time fee onto a single line. You can choose to itemise disbursements, or exclude them from the automatically generated invoice.

Invoice by Fee total with narration invoices look like the examples below.

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Printing invoices to letterhead

The invoices that are sent to your clients directly from AbtracOnLine can all be styled to suit your corporate image. A customised invoice layout design will include your company logo and styling on any invoice sent via email or printed from AbtracOnLine.

If on occasion you still wish to print and post your invoices using pre-printed stationery then you can choose to hide your company logo from your invoice header and footer.

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Invoice Terms: Attachment Documents

Throughout Australasia it is a requirement where the work is part of a construction claim to include a reference to  the claim or to the specific payment terms of your invoices.

In NZ the legislation includes the Construction Contracts act, and in Australia there are the various Security of payments acts which govern progress claims.

You can upload a default document from the Administration pages  within Abtrac to ensure these payment claim terms attach to every invoice sent from AbtracOnLine.

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Linking your Accounting System with AbtracOnLine

Abtrac integrates easily with all popular desktop & cloud accounting software packages.

At the click of a button, upload your contacts, sales invoices and other information from Abtrac to all these packages and others.

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Double entry is a thing of the past now that data between our systems connects and synchronises so elegantly. And managing two systems which work together as one has never been easier.

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Invoice Design and using the AbtracOnLine Report Designer

The forms and documents that are sent to your clients from AbtracOnLine can all be styled to suit your corporate image.

The invoice layout is the most commonly modified form, if applicable you can also customise your Purchase Orders and Accounts Rendered.

This article details modifications to the invoice layout, but the process is similar for all other instances.

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