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.

One job for invoicing and individual jobs to capture time & orders

With this option you would create a 'master' job which will enable you to invoice the project as a whole. Then you would create individual jobs that make up the different elements of the project, so your staff can add time and any orders or expenses to the appropriate jobs. You would then group the jobs together with a project number so you can then report on all jobs as a whole project.

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.

Create a Master Quote

Create a master quote for the Project, remembering to assign the project number to the quote.

Create a Master Job

Create a master job for your Project, again making sure you assign the project number .

Tip:

Instead of going to the Jobs tab and clicking New Job, if you stay in the Quotes tab and click the + button next to Related Job Number field.

And click New when the pop up appears.

This will create a new job for you and automatically link it to the quote and Project number.

Create Individual Jobs

Now you can create individual jobs for the different components of the Project, making sure you assign the same Project number to each job.

Assigning Tasks & Time Entry

You can create specific tasks for each Job if required.

And 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 use the master job and quote to create your invoice.

Go to Jobs > Quotes & Invoices and click New Invoice.

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

This is what invoicing based on your quote will look like.

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

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 - create individual jobs and invoice each job separately

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