There are two options to add notes when deciding what can be billed
When reviewing WIP and discussing what can be billed at month end, the Manage WIP > Unbilled Work Quick Summary screen is a good place to start.
This screen provides two displays for billing notes and communication: Job Billing Comments and WIP Admin Comments. Often used together, these features in Abtrac Job billing help track invoicing details and decide what can be billed.
Billing Comments (Jobs, Projects and Invoices)
Job Billing Comments (internal use only)
Job Billing Comments are a single text field that stores the current billing comment from the Job Billing Details screen.
From the Jobs page > choose Job Billing Details > Billing comment is at the end of the ‘Billing Details’ section.
These internal billing comments saved within the job are also visible from the Unbilled Work Quick Summary screen.
Invoice Comment
Invoice Billing comments initially duplicate the job billing comment. The text from the jobs screen is copied into the comments box within the Invoice details page.
However, these invoice comments are specific to each invoice, and can be edited and updated independently.
Administrators and senior staff use this field (along with the Invoice Status) to communicate invoice changes and indicate when an invoice is ready to be sent to the client.
Load Invoice Billing Comments
These Invoice comments remain independent from job billing comments and are not copied back to the jobs page. They are also visible from the Load Invoice page.
WIP Admin Comments (Billing WIP Comment)
WIP Admin Comments are a place to add diary notes that relate specifically to project billing information.
WIP Admin comments are accessible from both the Job Billing details page and the Manage WIP screen.
WIP Admin Comments from the Jobs screen
From the Jobs page > choose Job Billing Details > Billing WIP Comment.
Like the Job Diary, WIP admin comments can be added by multiple users. WIP Admin Comments are a place to store communications between project managers and invoice managers about what can be billed.
WIP Admin Comments from the Unbilled Work Quick Summary screen
The most recent WIP Admin comment is also visible from the Unbilled Work Quick Summary screen.
From here you can also click the ‘Notes’ button and add new WIP Admin Comments.
How do WIP Admin Comments differ from Job Billing Comments, Job Diary notes, or Debtor notes?
Job Diary
The Job diary feature is used for project management notes. It includes next action steps and completion dates, and has reporting available from the performance reports menu.
Job Billing Comment
Job Billing Comments are a single note, without a date or author. They are shared to the next created invoice for the job.
Invoice Comment
Invoice Comments are a duplicate of job billing comments, that can then be edited for that specific invoice.
WIP Admin Comments (Billing WIP Comment)
WIP Admin notes are used for prebilling and invoice management notes related to the project. They contain multiple comments and show the notes date, and author.
Debtor Control Comments
Debtor Control Comments are used for chasing payments and logging payment promises and conversations around debt recovery.
Read more about Invoice payments here
Abtrac KB# 2203