Invoices

In a nut shell

"When simple, then it's right"

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New Invoice

for a project is

New Time Sheets
Grouped and totalled
by stages of a project

Review & check before creating new invoice

Correct stages used and recorded?

Review invoice history of the project

Invoiced project stages

can be

  • Hourly
  • Fixed
  • Free

Regardless of stage type,
starting point is the total sum of time sheets,
which you need to adjust.

Customise RIBA stages

Admin users
Preferences – Stages


Hourly invoiced stage

Should be

Total sum of time sheets done for that stage

Adjustments

Total sum should be left as it is,
but again sum can be reduced or increased – you must use your own judgement.

Fixed invoiced stage

is

Total sum of time sheets adjusted to
the percentage of stage's Agreed Fee

New sum will be lesser or greater than
the original sum of time sheets

Be aware of constraints

Total sum of all invoices issued
for a fixed stage
can't exceed 100% of that stage's agreed fee

When an invoice is created, percentage is calculated up to 12 decimal points precision to reflect the exact sum of time sheets used.

Use your own judgement to round up or down to the whole number percentage.

Free invoiced stage

Total sum of time sheets is given away for free, without charge.

Currently setup as free stages

Stage 0 - Strategic definition
Other - Admin
Other - Recharges

"When simple, then it's right"

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Adjust stage charge?

10 time sheets are done for a stage
All time sheets are 1h, charged @ £100ph
Total sum of time sheets is £1000

  • Reduce (or Increase) the stage total by 20% or £200

    If total is 1000, select and overtype with 800.
    This is by far the easiest and cleanest way of doing it.

  • PRO BONO

    Is the same as reducing stage total
    BUT time sheets selected will be treated as a LOSS
    regardless of what agreed fee and what work has been done on a stage so far

  • Adjust hourly rate

    This allows you to increase available hours on a specific stage to a user without altering their usual hourly fee.

    To apply to any future invoice on that project/stage, adjust hourly rate in Resource Manager.

"When simple, then it's right"

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Stage is fixed,
but already invoiced at 100%

  • Delete stage from invoice

    Frees up all time sheets
    for a next invoice on that project and stage

    Is stage wrongly entered on time sheets, can work done be repurposed on a different stage?

  • Reduce percentage (and value) to 0

    Exclude from printout

    Previously invoiced at much greater rate to clear the stack, but you knew you had to do more work on it.

    Include on printout

    Good faith on your part, extra mile you went for client.

  • PRO BONO

    Hours will be treated as a LOSS, regardless of agreed fee and already charged for work

"When simple, then it's right"

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No time sheets,
but need to invoice an expense

Create a blank time sheet with 00:00 time and expenses.

Create new invoice for that project

"When simple, then it's right"

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Bash and many others...

Printing

Use Firefox if you can,
it's the most standard compliant browser

Turn off headers and footers

Other printing options

Permanent headers and footers

In Firefox, type about:config
Search for print.print_head and print.print_foot
and blank all entries

Invoice doesn't fit on one page?

Adjust scale in increments of 5%