Sometimes you may wish to group a number of jobs together for a client. This could be because you're running a particular campaign or project for a client that comprises of several jobs or you could be working from a retainer. In Streamtime we call this a project.

Here is one option on how to handle these kinds of jobs in Streamtime. For more options click here.

Create individual jobs and invoice each job separately

This option is standard practice in Streamtime, creating individual jobs for each element of the project with their own quotes and invoices. In this instance you will want to make sure all the jobs and quotes are grouped together by a project number for reporting purposes.

First create a Project by going to Jobs > Project List and click the New Project button.

And fill in the details for the particular Project.

This Project number is going to be used to group all the Jobs together to make reporting easier.

Go to Jobs > New Job to create individual jobs for your Project.

Give each job:

1. An easy to identify name

2. Choose a client

3. Assign the correct project number

If you then wish to create a quote for each job go to Quotes & Invoices and click New Quote.

This will create a brand new Quote, with the same name and project number as the Job.

Alternatively:
You can create a Quote first by going to Quotes > New Quote.

Click New.

Make sure you give the Quote:

1. An easy to identify name

2. A client

3. And project number

To create a Job from the Quote screen click the + button next to the Relative Job field.

Click New.

And this will create a new Job. By clicking the arrow next to the newly created Job number.

This will take you to the Jobs tab where you'll see the job has the same name and project number as the quote.

Assigning Tasks

If you wish to assign tasks to your Staff then back in the Quotes tab, if you click Related Tasks, you can then import the quote into your job to easily create your tasks.

1. If you've used headings in your quote or items that are not tasks you can delete those items by clicking the trash can icon

2. You can use the Details field to give instructions to your staff members

3. You can then assign a staff member to the task

4. You can also assign Start and Due dates for the tasks

Those tasks will now appear on the job under the Notes & Tasks tab.

Note: You can delete tasks, edit details, assign staff and start/due dates from this screen as well

By assigning tasks to the job and having staff members put time against those tasks, you will clearly be able to see how much time has been used and how much is remaining.

Time Entry

Your staff will be adding their time to each individual Job.

Purchase Orders

And purchase orders should also be put against each individual job.

Invoicing

You can now create an invoice on each job.

Go to Jobs > find the Job you wish to Invoice and click on Quotes & Invoices and then click New Invoice.

Then click OK.

If you wish to invoice based on your quote, click the Related Quotes tab within the invoice and either:

1. Move all of the quote items down into the invoice

2. Select individual items to invoice

3. Or you can choose to part bill or invoice instalments. For more information on this click here

If you wish to invoice based on your Time & Materials and/or Related Orders, click the Related Time & Materials and/or Related Orders tab/s within the invoice and either:

1. Move all of the items down into the invoice

2. Select individual items to Invoice

Reporting

When you run reports using the Reports tab you must remember to select reports that can be run by a Project number. Below are a selection of reports that can be run by a Project number in the Reports tab.

Quoted vs Actual vs Invoiced (with Variances)

Total Time & Sales (by Client)

Total Time & Sales (by Job)

Quarterly Costs & Revenue

Time & Materials (by Project)

You can also pull a report by going to Jobs > Job List and searching by your Project number.

Once you have your list of Jobs you can then switch to the Financial View (1) and print out the report.

Other articles related to this topic

What is a project in Streamtime?

Managing Projects - one quote, one job, one invoice

Managing Projects - one job for invoicing and individual jobs to capture time and orders

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