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 Quote, One Job, One Invoice

With this option you would create one job in Streamtime and this job would represent the entire project. On this job you would create high level tasks which would represent each element or job that is part of the project.

Create a master quote for your Project, this will include costs for all jobs that are part of the Project.

You can use the Order column to create a Quote with Subtotals or hide particular line items.

Then create a master job for your Project.

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 will automatically link it to the quote.

Assigning Tasks on the Master Job

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 specify which Job each task belongs to

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

Staff will then enter all time for all jobs that are part of this project against this one master job.

They can use the notes field to identify what part of the project they are working on

All time entries will appear in the Costs tab of a job.

Invoicing

You can now use the master job and quote to create your Invoice. Go to Jobs > Quotes & Invoices and click the New Invoice button.

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

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

If Invoicing based on Time & Materials and/or Purchase Orders you can use the Order column to group items together to create an Invoice like the one below

Note: If you wish to Invoice based on Time & Materials for these kinds of jobs then you may wish to change your settings in the System Setup as above

Reporting

If you're choosing to use the One Quote, One Job, One Invoice method for these kinds of jobs then there's a few areas in Streamtime that will enable you to report on the job as a whole.

By going to the Quotes & Invoices tab within the job you will see a nice breakdown of costs as well as Gross Margin and Gross Profit figures

By going to the Job List and clicking on the Financial View, you will also get a nice breakdown of the Job.

As mentioned earlier, the Job overview tab allows you to clearly see how much time has been used and how much is remaining.

In the overview tab you can also run the Job Cost report.

In the reports tab reports like the Job Profit with Margins and ...

Total Time & Sales by Job also provide great detail.

Other articles related to this topic

What is a project in Streamtime?

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

Managing Projects - create individual jobs and invoice each job separately

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