There are typically a few different scenarios for billing flat fees. Please see the scenarios below and see how Flat Fees can be billed.
A) I want to bill the client one flat fee entry and be done.
- Open a Time Entry for your client/project
- Change the Entry Type from Hourly to Flat Fee Work
- Put in your Flat fee amount and click Save & Close
- Go to Invoicing to invoice your client
B) I want to show the work that I have been doing but only bill the flat fee one time (or monthly or for each phase of work you do).
- Go to Projects – Add Project
- Change Billing Method from Hourly to Flat Fee – One Time
- Fill in the rest of your information and click Save
- You can Add Time (which will automatically be set to a non-billable hourly entry to show your work)
- When you're ready to bill your client, go to the project and click Add Closing Fee (Do not actually close the project)
- Enter in information and click Save & Close
- Go to Invoicing to invoice your client
- Repeat steps 4-7 each month to bill the client monthly
C) I want to track the work that I have been doing internally but only bill the flat fee one time.
- Go to Projects – Add Project
- Change Billing Method from Hourly to Flat Fee – One Time.
- Fill in the rest of your information and click Save
- You can Add Time (which will automatically be set to a non-billable hourly entry to track your work. You can also check "Exclude from Invoice" to keep these entries internal only)
- When ready to bill your client go to the project and click Add Closing Fee
- Enter in information and click Save & Close
- Go to Invoicing to invoice your client
D) I want to bill the flat fee over and over again when I am entering time.
- Go to Projects – Add Project
- Change Billing Method from Hourly to Flat Fee – Reoccurring
- Fill in the rest of your information and click Save
- Each time you Add Time it will automatically be set to your Flat Fee amount
- Go to Invoicing to invoice your client
Please keep in mind:
While setting up your Flat Fee projects and you choose "Bill at Project Closing" instead of "Bill Regularly" for your Payment Due Upon setting, you will need to Close your Project first in order to create an invoice for it. Once Closed, you can go to Invoicing -> Create Invoice and change the Project Billing Frequency to All Billable to pull your client in the list.
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Regarding B & D: The way to make these work smoothly is to NOT assign a flat fee amount to project until your final "Add Closing Fee" entry, right?
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