Advice and answers from the Streamtime Classic Team

Create new items in your Cost Matrix

To part bill or invoice in instalments you may need to create a couple of new items in your Cost Matrix, these items would have no costs attached to them, they're just created so you have something to pull through onto your Invoice.

For example you could create a new category called Invoice and then under that category create two tasks/materials called Deposit and Adjustment.

First invoice

Do a find for the job you want to invoice and then click on the Quotes & Invoices tab within that job.

Then click the New Invoice button to create a new invoice.

 Part billing as a percentage of your Quote/Estimate

If you wish to part bill a percentage of your Quote/Estimate then click on the Related Quotes sub tab. By doing this you can see what the quoted total of the job is. In this instance it's $6300.

Go to the Invoice Details and pull through the category and the task/material you just created onto the invoice.

Amend the details to suit your needs, remember this is what your client will see.

Then in the qty/hours column you need to put in the percentage you wish to use e.g. 0.05 for 5%, 0.1 for 10%, 0.2 for 20%, 0.25 for 25%, 0.3 for 30% etc.

Now in the invoice rate column put the quote total, which in this example is $6,300.

You now have an invoice that is a percentage of your quote, in this example 25%.

If you're emailing a PDF of the invoice to your clients, you could also attached a PDF of the original quote so the client can be reminded what they're being invoiced for.

You can repeat the above process as many times as you need to, depending how many instalments you require.

Creating the final invoice

To do the balance you create a new invoice by clicking the 'new' button again.

It's also here that you can see the figure you have previously invoiced the client.

When you create the new invoice you can also see the amount you have previously invoiced the client, by clicking the Related Invoices tab. You'll need this figure so keep a note of it.

To create the final invoice you can do this the regular way, by either transferring all of your quote items, time & materials or related orders down into your invoice.

Now you will need to take away the amount you have previously invoiced the client.

Pull through the appropriate category and task/material line items onto the invoice.

Again amend the details to suit your needs.

This time you're going to put a minus 1 (-1) in the qty/hours column.

Note: This is the only way you can get a negative on an invoice, by using the qty/hours column.

Put that amount you had previously invoiced the client in the invoice rate column which in this instance is $4725.

Your client will get an invoice with all the items less the amount they've already paid.

Part billing a set amount

If you wish to part bill based on a flat fee or set amount rather than a percentage of your quote then you can do so by following the steps above, however instead of putting a percentage rate in the qty/hours column you just put the number 1 and in the invoice rate column, the amount you wish them to pay e.g. $500.

Then when you create the final Invoice for the job follow the same steps as above. You put a minus 1 (-1) in the qty/hours column then the amount that was previously invoiced e.g. $500, in the invoice rate column.

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