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Creating Fixed-Price Client Invoices

This article walks through creating a client invoice for Fixed-Price and Percentage Complete jobs.

Overview

  • The total contract amount is locked in, giving the client price certainty.

  • Invoicing is done through progress claims. You can claim a percentage of the whole job or claim percentages against individual cost groups or cost codes(Percentage Complete) whichever level of detail was shown on the original proposal.

  • Change Orders can be claimed from within the client invoice screen.

  • Retention is available as an option (this is the "Percentage Complete" variant of Fixed Price). You set a retention percentage per invoice and a total retention amount and it's automatically held back from each progress claim until completion.

  • You have the option to lock the contract price at job creation or leave it unlocked and keep pushing updated estimate items through to the budget before locking it later.

  • You can generate an "invoice summary" first, a non-binding proposal showing the client or architect what you intend to claim, before issuing the actual invoice to QuickBooks.

💡You will only be able to add a deposit invoice if the Estimate is Unlocked. Locking your estimate allows you to issue a standard Invoice.


Create an Invoice

  1. Navigate to Jobs > select the relevant Job > Job Financials > Client Invoices, then click + Invoice in the top right-hand corner of the screen.

  2. Optionally, set the issue date by clicking the icon. You can set the invoice trigger to a specific date, or to the start/end date of a schedule item. The due date is calculated automatically from your company-wide default payment terms. To change it manually, click the icon next to Due Date.

  3. Optionally, link the scheduled send date to a schedule item on the Gantt chart. When that schedule item is marked complete, the invoice will show as ready to send, prompting you to send the client invoice.

  4. Add in your Invoice Items, on the All line enter either a dollar amount or a percentage (%) of the contract price you want to invoice to the client.

  5. With Percentage Complete click next to All to expand all Cost Codes then enter the percentage of the cost code you want to add to the client invoice. You can invoice multiple cost codes.

  6. To add a Change Order, you will see a Change Order section below Invoice Items. You can choose a percentage or enter a dollar amount to invoice only part of the Change Order.

💡Note: Only Approved Change Orders will appear in a Client Invoice.

Review the invoice, then click Save and Send. A pop-up appears asking if you want to Sync to QuickBooks and/or Send the client a PDF copy of the invoice. Mark the checkbox for which actions you would like to execute.

ℹ️ With the option to send a PDF copy directly to the customer. To avoid sending duplicate invoices, we recommend sending only from your accounting software.

Deposit Invoices

To create a Deposit Invoice, Navigate to Job Financials > Client Invoices and choose

ℹ️ Deposit invoices need to be created and issued prior to locking your estimate.

The deposit invoice sits in addition to the contract or job total, it's not a claim against progress. So it's important to apply the deposit as a credit against a later progress claim invoice, otherwise your job totals will overstate what's actually owed.

To apply a Deposit Invoice look to the Apply Deposits area of your draft client invoice and enter in the dollar amount or percentage to be claimed.

Retention Invoices in Percentage Complete Jobs

The Retention percentage set up in job creation will automatically be withheld with each invoice and shown at the bottom of the screen with other totals until the total retention amount is met.

The retention invoice is created only to invoice the retention component due. Start by issuing invoices and when it is time, prepare and issue retention invoice(s).

Found under Job Financials > Client Invoices then choose

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