Writing invoices up or down (2 min 09 sec.)
During the invoicing process, you may need to adjust the time or cost being invoiced - either upwards or downwards. This could be because:
- you wish to charge in full for the first hour you worked, even though you worked less time
- a new staff member has taken longer to complete work than you can reasonably charge.
Billing for a higher value than calculated from actual time and costs is called a 'write up' (or more commonly a 'write onIn WorkflowMax, a write on is an increase in the amount you will charge for time or costs (or both). For example, you might do this if you charge a minimum of an hour's time for the first hour worked even if you worked less than this. See also: Write off. ') and billing for a lower value, a 'write down' (or 'write offIn WorkflowMax, a write off is a reduction in the amount you will charge for time or costs (or both). For example, if an inexperienced employee spends more time on a job than expected, you might charge for less time than was actually worked. See also: Write on. ').
With a write on (or write off):
- the client will be billed for the time or cost you specify - not the actual time worked
- time sheets are not affected - the staff member will be paid for the hours they actually worked
- reports will show the actual time sheet time
- the write on (or write off) is recorded against the staff member's time sheet.
How are write on/off adjustments applied?
You can make write on/off adjustments to the amount billed while you are creating an invoice (or by editing an existing draft invoice), by:
- Adjusting hours billed (calculated price billing)
When you're billing for actual time and costs and you reach the Invoice Information screen, you can adjust the billed hours by:
- drilling down on a task and adjusting the hours for staff working on that task
- opening the Time Sheets tab and adjusting the hours for staff working on any task.
For further details, please follow the instructions for creating progress invoices or final invoices for actual time and costs.
- Adjusting amounts billed (fixed price billing)
If you need to change the actual amount billed for any of the billable items on an invoice, you can use fixed price billing.
When you're creating an invoice and you reach the Invoice Information screen, you can change the invoice's Pricing Mode to Fixed Price. Once the invoice has been set to Fixed Price, you can then change any of the billed amounts to the value you want.
When using fixed price billing, it's still possible to adjust the hours worked on any task, but the billed amount remains fixed at the value you have set.
This option may be used for any invoice (you may find it more convenient than adjusting billed time for individual staff members). The value of the write onIn WorkflowMax, a write on is an increase in the amount you will charge for time or costs (or both). For example, you might do this if you charge a minimum of an hour's time for the first hour worked even if you worked less than this. See also: Write off. (or write offIn WorkflowMax, a write off is a reduction in the amount you will charge for time or costs (or both). For example, if an inexperienced employee spends more time on a job than expected, you might charge for less time than was actually worked. See also: Write on. ) applied to a task will be automatically pro-rated across all the staff members who have worked on the task.
For further details, please follow the instructions for creating an invoice.