When accounts are billing Time and Materials, it’s expected that everything hitting a Ticket each day is billed back to the customer. Lump Sum Jobs, however, typically require more control over what is billed and when.
Tickets are still an essential part of Lump Sum Jobs. Tracking the utilization of your resources ensures you stay on budget, demonstrate proof of work and maximize your Job Performance.
Record Ticket Items as Non-Billable
What this looks like in practice: Billable Items recorded on your Tickets are logged as Non-Billable under the Charge Type column. This typically relates to items like Labor, Equipment and Materials, but could also apply to vendor supplied items (or Non-Recurring Billables).
Use Unit Billing, Service and Misc. Tables for Billable Amounts
Aimsio will typically dedicate three tables on a Ticket for Lump Sum billing: Unit Billing, Service and Misc.
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Unit Billing and Service are Billable Item types and appropriate for charging out fixed-rate amounts, as it might relate to a service or package offered.
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The Miscellaneous table is useful when the amount that’s being charged changes each time. This is common when customers are billing out at particular intervals (ie: progress billing).
How to Show Non-Billable Rows on a PDF
If the end goal is to demonstrate to your clients what work was done, who was working and what equipment was used, uncheck “Should Hide Non-Billable Rows of PDF”. This option is located near the bottom of a Ticket form.
How to Invoice Lump Sum Jobs
By design, Aimsio does not support invoicing Tickets that have a 0$ value. This can create confusion on the best way to approach lump sum invoicing, especially when proof of work (backup Tickets) needs to be included with the invoice.
The solution is to create a Master Ticket. Master Tickets allow users to group at least one Ticket with an invoiceable amount together with Non-Billable Tickets. An invoice can be created from a Master Ticket, which will include both the lump sum amount and non-billable proof of work.
- First, create at least one Ticket with a Billable amount (using the Unit Billing, Service or Misc table). Locate the Ticket with a billable amount and select it alongside all the related Non-Billable Tickets for the same Job. Right-click and select Create Master Ticket.
- After saving, Select the newly created Master Ticket, right-click and select Create Invoice.
- On the invoice page, select Generate PDF on the lower left.
- Be sure to include both the Invoice Page and Backup Ticket(s).
- The invoice cover page will include the lump sum amount.
- Subsequent pages will include the backup tickets (proof of work), including the non-billable tickets. If required, rates can also be hidden.
For more information on working with Master Tickets please see our Master Tickets guide.