The purpose of this functionality is to categorise the reasons for write offs and write ons, and therefore more easily report on them. The starting point is putting together a list of valid reasons.
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Assigning time from multiple jobs to one invoice
It is possible to assign multiple jobs/projects to an invoice where a client has multiple jobs/projects belonging to them.
You use this feature to write off time or to create a single invoice with multiple jobs.
- Create a new invoice or load an invoice for a client that has multiple jobs/projects. Go to Invoices >> Load Invoices
- One job will be selected to start with. This will be the ‘master job’ for the invoice.
- You can select a subsequent job to assign to the invoice, using the combo box (shown below).
- With that new job selected, create a new invoice line and assign any time to the new invoice line.
- The line could be totally blank i.e. no narration and no amount assigned
- Or the line can have amounts and narrations as per a standard invoice
How to Write Off Time
Sometimes you have leftover time for a job/project that you just can’t invoice. The best way to clear that time is to write it off.
You can do this in two ways:
Invoices, Payments and Payment Receipts
With the optional Abtrac5 Debtor Management module invoice payments and outstanding accounts can be managed independently from your accounting software.
You can record invoice payments, account for write-offs and adjustments, print payment receipts, and report on your debtors from this add-on module.
Invoices and Payments
In AbtracOnLine invoice payments and outstanding accounts can be managed independently from your accounting software with our optional Debtor Management module.
You can record invoice payments, account for write-offs and adjustments, and report on your debtors from this add-on module.
How many billable hours do you write off?
A new survey came out last month – the Trends & Challenges in Architecture and Engineering International Report 2014* and it had some most interesting (but perhaps not surprising) statistics.
Architecture and Engineering firms throughout Australia and New Zealand are missing out on invoicing up to 30 percent of billable hours. According to the survey, almost three quarters of businesses indicated they recovered only 61-80 % of billable hours.
Loss of billable hours is a common challenge for all time based billing professionals, regardless of whether you bill on the basis of time engaged or a fixed price contract. It’s a challenge that needs to be constantly managed.
Write Off Reporting
As well as looking at how much was billed each month end we recommend you look at your write off percentages. Use one of the WIP reports from Performance Reports > Management Analysis:
- WIP Write-offs and Write-ons by Invoice
- WIP Write-offs and Write-ons by Project, or
- Write-offs and Write-ons by Project and Invoice are all good places to start.
Write Offs and Profitability Reports
Some management reports in Abtrac review data by invoice, others do it by individual invoice lines. In particular some Employee Profitability, Fees Earned, and Write Off reports go into this detail.
If you want to analyse write offs (ons) at the employee or invoice level then the method you use to write off time is important.
When choosing an existing invoice line to assign WIP you need to be aware that this write off time will affect these reports. And reports already circulated will then have different recovery numbers which will obviously confuse some people.
Unbilled Work Quick Summary
The Unbilled Work Quick Summary is always our first stop for a pre-billing report.
It’s accessed from two places in Abtrac
- Invoice Management> Reports> Unbilled Work Quick Summary
- Performance Reports> Invoices >Unbilled Work Quick Summary
