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 taken to the Bill Editor after you click Continue. You can make adjustments to the rate used, time spent, or the comments for each section of the 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: Clicking the Make Adjustments button will take you to the Bill Editor, where you will be able to make changes to the time spent, rate charged and comments for each line item of a client bill.



To make changes to the rate, time or comment for a line item, click on it and then enter the updated values.

When changing a rate, you should select the appropriate rate from the drop-down list that appears when you click on that field:

 
After each change, click on the Apply button in the top-right corner to save that change.

When all changes are complete, click Save to return to the Billing Manager.

To cancel any unsaved changed, click Cancel. This will also return you to Billing Manager.
 
 
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.

For guidance on using the Bill Editor, see here.