Money - Billing Manager

The Money tab provides access to the billing, budgeting and rate-setting facilities of PositiveWare. In this section we will focus on Billing Manager, PositiveWare's integrated tool for billing clients.


Getting Started

The Billing Manager provides access to PositiveWare's billing facilities and allows you to view, edit and create client and project bills.

By default, the Billing Manager opens to provide you with a view of your existing bills:



You can alter the bills being displayed by selecting an alternative month (circled red) or by choosing to display bills by client rather than billing period (circled green).

You can view, edit or delete the details of an existing bill by clicking on the links to the right of each bill. You can only edit or delete bills that have not yet been finalized.

Creating A New Bill

To create a new bill, click on the Add Client Bill button at the bottom of the Billing Manager screen:


You will then be presented with the New Client Bill screen. This allows you to create a new client or project bill:

 

To create a new bill, enter the following information into the form:

Value

Description

Choose Your Client

Use the drop-down list to select a client or project to be billed.

Enter Your Billing Period

Enter the start and end dates for the billing period. These can span any length of time and can start and end at any point in the month.

Choose Your Rate

Select the billing rate to be used.

Do you have any adjustments to make to this bill?

If you select Yes here, you will be prompted to make your changes after you click Continue. You can make adjustments to the rate used, bill a portion at a different rate or adjust the amount being billed. You can add multiple adjustments to a bill.


The bill will automatically be populated with qualifying work done in the billing period = i.e. work on Plans and Tasks for the specified client or project.

Once you have completed filling out your bill, you will be given a preview of it and offered three choices:


Make Adjustments: Make further changes to the bill. You will need to select a client/plan/task to adjust and then choose between changing the billing rate and changing the amount being billed:
Click Add Adjustment to save the adjustment information. You will then be given the chance to enter further adjustments. To return to the screen shown in Figure 6-5, click Continue:
 

 

Stop Time Tracking: Prevent employees from logging any further work against that billing period. Clicking on this button immediately stops time tracking. Time tracking can be enabled again by clicking the 'Allow Time Tracking' button that appears:


Finalize Bill: Complete the bill and prevent any further changes being made to it (including deletion). Clicking on this button immediately finalizes the bill:

To edit an existing bill, click on the Edit link to the right of the bill details on the Billing Manager home page.

Choosing to edit an existing (not finalized) bill will present you with the Add Bill interface already populated with the details of your bill.

Simply make any changes or adjustments required and click the Continue button to save them.