Lesson 1: Project setup
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Start here! |
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Overview
After setting up the individual pieces needed for billing, you pull the pieces together in the Project Command Center by creating and saving a project. For the project, do the following:
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Step |
Task |
Description |
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1 |
Select a billing rate table |
A billing rate table is required when you set up a project with a billable billing type. The billing rate table indicates the pricing structure for the project. You may choose to use your standard rates for estimating and budgeting, or you can create a rate specifically for that purpose.
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2 |
Select an invoice format |
An invoice format is required when you set up a project with a billable billing type. The invoice format establishes the look and content of the client invoice. The options that appear depend on the invoice formats you set up. If you are setting up a template or a project for estimating purposes, select the invoice format that is most often used for this type of project. You can change it when the contract is won. |
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3 |
Fill out the project |
The information that you entered for the project or project template appears for each phase. If any of the information for a phase needs to be different from that of the project, you can change it. That means you can select a billing rate table that is different from that of the project. You can define each phase of the project with as much detail as you want. An invoice group is a grouping of phases for a project so as to create multiple invoices for the project. You use invoice groups to invoice additional services separately, or to invoice multiple clients for a project. You can add an invoice group for each invoice that you want to produce for the project. You designate a phase as a billing group when you want to group phases together on an invoice. You can also select to summarize or subtotal the phases of a billing group on a client invoice and on project reports. On the Manage tab, create a budget, add resources or add tasks as needed, and create a schedule. |
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Ensure there is a contract amount for fee-based billing types, except for Fixed Fee |
If you are using a fee-based billing type other than Fixed Fee*, Ajera requires an amount in the Contract column on the Manage tab of the Project Command Center before it can calculate billing amounts for a client invoice:
*Fixed Fee does not require a contract amount because you use this billing type for small projects that you bill only once. |
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4 |
Save the project |
When you save the project, Ajera automatically creates a draft client invoice for it and automatically updates the invoice as you enter time and expense, in-house expenses, and vendor invoices to the project. |
Learn the details
The information in the overview section describes the billing-related tasks you must perform when setting up a project. To put that conceptual discussion into context, review the following:
Setting up a project or templates
Setting up invoice and billing information (4:12)
Setting up billing and invoice groups (3:10)
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