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Billing Report

Use this report to make informed billing decisions. Improving the turnaround on invoices helps improve cash flow.

Preview potential billings by looking at the project summary or reviewing every billable item on each project. Use the report as a worksheet to adjust billable items and to note percent and amounts to bill for fee-type invoices.

The report shows a summary of contract amounts, prior billed, and current work-in-progress (WIP) amounts by project and phase along with detail of all unbilled WIP. It shows contact information such as client, phone number, and email address. It also shows reported percent complete to assist in the billing decision.

You can summarize by billing manager, principal in charge, project type, or department. You can drill down to project, phase, and full unbilled detail information.

Note:

Project totals include all phases, even when you select the Print only phases with WIP option. Project totals always print.

This report automatically breaks page by project.

Audience

Principal

Project/billing manager

Accounting

Producing the report

From the Reports menu, click Project > Billing Report.
Do one of the following:

To produce the report	Do this
For a specific project	Select the project in the Project field, and click (Refresh).
For all projects	Click (Refresh).

Report options

Option	Description
As of date	WIP is included on the report through the date you enter here (regardless of the billing cutoff date that appears in the WIP Detail section of the report). Project and phase totals are current as of the time you are producing the report.
Company	Multi-company only. The report contains information for all companies in your organization, unless you select a specific company in this field.
Project	Produces the report for a specific project, or for all projects if left blank.
Client	The report contains information for all clients unless you select a specific client in this field.
Billing Manager	The report contains information for all billing managers unless you select a specific billing manager in this field.
Project Manager	The report contains information for all project managers unless you select a specific project manager in this field.
Principal in Charge	The report contains information for all principals in charge unless you select a specific principal in charge in this field.

Customize options

Option	Description
Report title	You can change the title of the report.
Sort order	Sorts the report by billing manager, project manager, principal in charge, project, client, project type, or department. If you use multi-company, you can also sort by company.
Project status to print	Prints all projects or projects of a specific status.
Phase status to print	Prints all phases or phases of a specific status. If no phases exist for the status you select, the project does not appear on the report.
Limit by	Only prints projects associated with the billing manager, project manager, or principal in charge who is producing the report. You can print all projects by selecting the No limit option. If you use multi-company, you can also limit by company.
Use drilldown	If selected, you can drill down to further detail on the report. If cleared, all information, including the lowest level of detail, prints on the report.
Print phase summary	If selected, it prints for all phases.
Print notes	If selected, it prints any notes.
Print only phases with WIP	If selected, it prints only projects and phases that have WIP. Otherwise, it prints all projects and phases.
Print WIP status:
Billable	If selected, it includes any billable WIP in amounts.
Deferred	If selected, it includes any deferred WIP in amounts.
Nonbillable	If selected, it includes any nonbillable WIP in amounts.
On hold	If selected, it includes any on-hold WIP in amounts.
Write-off	If selected, it includes any WIP written off in amounts.
Print customize options on report	If selected, it prints a list of the report options that you select.

Report contents

Option

Description

Summary of sort option: Billing Manager, Project Manager, Principal in Charge, Project, Client, Project Type, or Department.

Outstanding WIP

The amount of work-in-progress. WIP is billable time and expenses that have not yet been included on a final client invoice.

Drilldown – to phase:

Phase Status

The current status, such as Active, Work Hold, or Billing Hold

Billing Type

The method for handling billing so as to meet the contractual agreement with the client. Billing types are: Time & Expense, Fixed Fee, Percent Complete, Unit Price, and Percent of Construction.

Reported % Complete

The percent completed as reported by the project manager

Date Entered

The date that the reported percent complete was entered

Contract

The contract amount for labor, expense, consultant, and the total

Spent %

The amount of time and expense expended on the project at the billing rates/markups. Ajera determines the spent amount from the billing rate table.

Billed

The amount already billed for labor, expense, consultant, and the total

The percent of the contract amount that has already been billed for labor, expense, consultant, and the total

Remaining

The contract amount still remaining to be billed for labor, expense, consultant, and the total

The percent of the contract amount still remaining to be billed for labor, expense, consultant, and the total

WIP Amount

The amount of billable time and expenses that have not yet been included on a final client invoice for labor, expense, consultant, and the total

To Bill Amount

For Time & Expense-type projects, it is the total amount of WIP that is included on the current draft invoice for labor, expense, consultant, and the total.

For fee-type projects, it is the amount to bill entered in Manage > Client Invoices for labor, expense, consultant, and the total.

Drilldown – to detail:

Phase Status

The current status of the phase, such as Active, Work Hold, or Billing Hold

Billing Type

The method for handling billing so as to meet the contractual agreement with the client. Billing types are: Time & Expense, Fixed Fee, Percent Complete, Unit Price, and Percent of Construction.

Fee Billing section: This section prints for phases with Billing Types of Fixed Fee, Percent Complete, Unit Price, and Percent of Construction.

Contract Units

If the billing type of the phase is Unit Price, the contract units are the number of units in the contract for this phase.

Contract Amount

The contract amount for this phase

Previously Billed Units

If the billing type of the phase is Unit Price, the previously billed units are the number of units already billed.

Previously Billed %

The percent of the contract amount for this phase that has already been billed

Previously Billed Amount

The amount already billed

To Bill Units

If the billing type of the phase is Unit Price, the To-Bill Units are the number of units entered to be billed on the current draft invoice in Manage > Client Invoices. If blank, this can be used as a worksheet to enter the units to be billed.

To Bill Amount

The amount entered to be billed on the current draft invoice in Manage > Client Invoices. If blank, this can be used as a worksheet to enter the amount to be billed.

To Bill %

If the billing type of the phase is Percent Complete, the To Bill % is the percent entered to be billed on the current draft invoice in Manage > Client Invoices. If blank, this can be used as a worksheet to enter the percent to be billed.

WIP detail section

Grouped by:

WIP Included in fee (WIP entered to a phase that is fee-based)

WIP Status
Activity Type
Employee Type
Employee /Vendor
Activity

WIP: Bill as Time & Expense (WIP that is entered to a phase that is T&E or specified to bill as T&E by Activity Type for a fee- type contract).

WIP Status
Activity Type
Employee Type
Employee /Vendor
Activity

Billing Cutoff

The billing cutoff date is the date that appears on your current draft invoice.

If the WIP is billable, Ajera prints the date of the draft client invoice.

If the cutoff date is blank on the client invoice, Ajera prints the As Of date.

Note:

The As of date option at the upper left of the window limits the WIP that appears on the report (regardless of the billing cutoff date that appears here).

Date

The date of the time or expense entry

Units

The hours or units for the time or expense entry