Monthly Invoice Across Multiple Sub Jobs

This process allows you to create one client invoice across multiple jobs (Sub Jobs) when estimates, timesheets, supplier POs and client invoices have been created on the individual Sub Jobs.

Step 1: Create the Master Job

Create a Master Job to group the Sub Jobs together.

• Right-click and select Create Sub Job from the Master Job.
• This can be done at the beginning or end of the month.
• To link the Master Job to the Sub Jobs, the Master Job number must be entered in the Master Job field on each Sub Job.
• When creating a Sub Job by right-clicking from the Master Job, this field will automatically populate.

DO NOT enter the following on the Master Job:

• Estimates
• Client invoices
• Timesheets
• Supplier POs

These should all be entered on the individual Sub Jobs.

Step 2: Create the Sub Jobs

From the Master Job:

Right-click > Create Sub Job

• Find the Master Job.
• Right-click and select Create Sub Job.
• Create each Sub Job required for the month.

All activity relating to the individual job should be recorded on the Sub Job, including:

• Estimates
• Timesheets
• Supplier POs
• Client invoices

Linking the Sub Job to the Master Job

The Master Job field on the Sub Job should contain the Master Job number.

This will automatically populate when the Sub Job is created by right-clicking from the Master Job.

If you are adding an existing Sub Job to a Master Job, enter the Master Job number manually in the Master Job field.

Step 3: Create Client Invoices on the Sub Jobs

Create the client invoice on each Sub Job throughout the month.

1. Navigate to Create Invoice.
2. Select the Create New Client Invoice tab.
3. Load the cost notes for the Sub Job.
4. Use the standard default stationery template.
5. Repeat this process throughout the month for each Sub Job.

Step 4: Create the Proforma Invoice

At the end of the month, create the single invoice that will be provided to the client.

1. Navigate to the Client Invoice tab on the Master Job.
2. Select Create Invoice.
3. Select Load All.
4. Enter the amount you want to bill.

The amount entered should be the same as the total in the Invoiced Amount column.

5. Select the Proforma Invoice stationery template.
6. DO NOT LOG the invoice.

The Proforma Invoice is used to produce the single monthly invoice for the client.

Previously Billed Jobs

If there are amounts that have already been billed on the Sub Jobs, use the Financial tab and set the view to By Period.

This makes it easier to identify the amount that needs to be billed for the current month.

Layout Settings

For easier viewing, update the following layout settings:

• Job Notes Format
• Job Numbers Format

These settings make it easier to identify the jobs and cost notes included in the monthly invoice.

Step 5: Receipt Payment from the Client

When the client pays the monthly Proforma invoice:

1. Navigate to Accounts > Create Receipt.
2. Enter the payment received from the client.
3. Apply the payment against the individual Sub Job invoices.
4. Delete the Proforma Invoice from the Master Job.

Step 6: Delete the Proforma Test Invoice

Once the payment has been received and allocated to the Sub Job invoices, delete the Proforma Invoice created on the Master Job.

1. Navigate to the Master Job.
2. Open the test invoice.
3. Select Delete.

Finding Deleted Test Invoices

Deleted test invoices can be viewed by ticking the Deleted box when searching for invoices.

This allows you to locate the Proforma Invoice if you need to review it later.

Load Cost Notes Options (Optional)

Load cost notes options allow you to add notes from the individual timesheets or supplier invoices to your client invoice

• Click the blue Text for Design/Layout
• Unlimited
• Hide Employees
• Sort: Date/Supplier or Employee/Invoice No.
• Select Load Cost Notes.