Sometimes it's hard to capture all the time that you spend on client amendments and corrections. This is quick way of easily capturing and invoicing those amendments.
Create some new items in your Cost Matrix
First you will need to create a couple of new items in your Cost Matrix - Setup > Cost Matrix > New Item
This article from our Knowledge Base will assist in creating new Cost Matrix items.
In the example above we've created 3 new items, Client Amends 1, Client Amends 2 and Client Amends Billable.
This is based on a quote/estimate including two rounds of client amendments and all others being billable
Assign your tasks for the Job and when the first round of client amends comes in create a new Task, Client Amends 1.
Be sure to assign to the staff member you wish to do the task, put in start and end dates, fill in the details field to include what the amendment is and finally in the Billable column uncheck the billable box as this task is not billable as it's included as part of the original quote.
When the staff member fills in their time against this task there is a place for them to include their own note, the time should be non billable and they should complete the task once it's done
By completing the tasks as they go it will keep the users My Tasks area tidy but it will also allow other staff members to see that the task has been done
When the second amendment comes in use Client Amends 2 as the task. Again if your second round of client amends is included in your original quote/estimate then make sure the task is non billable
Assigning Tasks for Billable amendments
If all other client amendments on the job are billable then choose Client Amends Billable, this time though you'll keep the task as billable.
Adding Time to Billable Tasks
It's important for all billable tasks to have a note against them so you know what you're billing your client for
Time & Materials
By checking the Costs tab on the job you can easily see the time entries of staff and what items were billable and non-billable
Invoicing Client Amendments
When it comes to Invoicing you can invoice based on your quote/estimate but you can also check in the Related Time and Materials tab to see if there's any billable client amendments. If there are you can transfer these into your invoice, by clicking the down arrows next to the items
These will then be part of your invoice
Grouping your Client Amendments into one line item on your invoice
By giving them the same letter and number combination in the Option column, you can group them all together so only one line item/cost appears on your invoice. Use the bottom Invoice Description in the grouping to type what you want the client to see e.g. Additional Client Amendments
These client amendments will now appear on your Invoice in one line item and one total cost