Client Invoice window

Main window

Labor tab

Expense & Consultant tab

Fixed Fee tab

Percent Complete tab

Unit Price tab

Percent of Construction Cost tab

Invoice Adjustments tab

Text & Amounts tab

Attachments tab

Notes tab

Main window

Button

Description

Entries

This button opens different windows depending on the billing type of the phase.

For fee-based The project or phase is contracted to bill for the value of the work performed, not for the actual time and expenses expended. These projects or phases are identified with a billing type of Fixed Fee, Percent Complete, Unit Price, or Percent of Construction Cost. phases, it opens the Worksheet Time and Expense Entries window, which by default displays the transaction detail for billable work-in-progress (WIP). You can view deferred, held, nonbillable, or written-off entries by clicking (Change View).

Note:

You can also view the transaction detail by right-clicking a fee-based phase with billable WIP and clicking Entries.

For time and expense phases, this button opens the Noninvoiced Time and Expense Entries window, which by default displays held and deferred entries. You can view nonbillable and written-off entries by clicking the Change View button.

Field

Description

Status

The current

status of the invoice

If status is	Then
Draft	The invoice is not ready to be sent to the client. It is open for new transactions and you can make changes to it. Ajera automatically creates a draft invoice when: You set up a project. You finalize an invoice for a project that is not yet complete.
Approved	The invoice is approved and is waiting to be finalized. After you mark an invoice as approved, Ajera marks any new billable transactions for the invoice as Defer and does not attach them to the invoice. This status is optional. You may choose to mark invoices as approved if you plan to group approved invoices for viewing and printing.
Hold	The invoice is not ready to be sent to client and is in a pending state. All new billable entries with a transaction date earlier than the cutoff date are attached to the invoice. Otherwise, new transactions are given a status of Defer and are not attached to the invoice.
Final	The invoice is complete. It was printed for sending to the client. An invoice is only changed to a Final status when you print it as Final.
Writeoff	If you select to reduce the billed amount, the project-to-date billed and the revenue on your financial reports is reduced by the amount you are writing off. Otherwise, the amount is reflected on the project and financial reports as a write-off.
Reissue	The invoice is already finalized and printed, but you need to issue a new invoice to correct mistakes, or make other changes.

Cutoff date

All transactions later than the cutoff date are given a status of Defer and automatically included on the next invoice if within the new cutoff date. Any Defer transactions earlier than the new cutoff date are changed to billable and attached to the invoice.

Invoice date

The date of the invoice. You cannot change it if the status is Final or Write-off.

Invoice number

The invoice number. You cannot change it if the status is Final or Write-off.

Prepayments available

View only - The prepayments available for the invoice group

Invoice amount

The total amount of the invoice

Labor tab

Field

Description

Status

The

status of the transaction

If status is	Transaction is
Billable	Ready for billing and included on the invoice
Defer	Not included on the current invoice but automatically included on the next invoice
Hold	In a pending state and not included on the current invoice
Nonbillable	Project-related but not being billed. The project still shows the cost amount but no spent amount. The nonbillable costs are included on your project reports when you select to show cost, and they affect the profit calculation for the project.
Write-off	Reflected on the project and the financials as a write-off. The project still shows the cost and spent amounts. When you write off an amount by changing the status of the WIP item, it appears on your project and financial reports as a write-off.

Date

Transaction date. If you change it to be later than the invoice cutoff date, Ajera removes the transaction from the invoice and assigns it a status of Defer.

Phase

The phase of the project associated with the transaction

Activity

The activity of the transaction

Employee

View only - Employee who worked the time entered

Hours

The hours for the transaction that are billed. If you change it, the change does not affect the hours worked.

Billing rate

The rate at which hours are billed. If you change a rate based on markups, it becomes a flat rate.

Billing amount

The amount billed on the invoice for the transaction. If you change an amount based on markups, it becomes a flat rate. See Changing the billed amount when printing markups as part of totals.

Optional columns:

Project

The project associated with the invoice

Can bill

View only - If a check mark appears in this column, you can print this client invoice as Final and bill the client. If this column is not visible, click (Customize) and select the Can final bill check box.

If your billing rate tables are based on effective cost, you can invoice salaried time only after running payroll because this is when Ajera calculates the effective cost rates.

Employee type

The employee type used for billing

Hours worked

The hours for the transaction that were worked

Hours type

View only - Indicates if hours worked were regular or premium time, such as overtime

Cost rate

View only - The cost rate The rate that reflects the actual cost without overhead or profit. For labor, it is the per hour rate paid to an employee. For salaried employees, it is the salary divided by the number of standard hours in the pay period. For hourly employees, it is the regular pay rate. For expenses, it is the rate per unit for expenses, such as mileage and copies.

Cost amount

View only - The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants.

Markup rate 1,2,3,4,5

View only - The markup An increase to a cost by a specified percentage to reflect direct personnel expense (DPE), overhead, and/or profit. The types of markups are cost markup, billing markup, and premium markup. rates

Write-off date

The date a transaction is written off

Sale tax amount

The amount of sales tax

Notes

Any notes for the transaction

Expense & Consultant tab

Field

Description

Status

The

status of the transaction

If status is	The transaction is
Billable	Ready for billing and included on the invoice
Defer	Not included on the current invoice but automatically included on the next invoice
Hold	In a pending state and not included on the current invoice
Nonbillable	Not billable
Writeoff	Not billable

Date

View only - The transaction date

Phase

The phase of the project associated with the transaction

Activity

The activity for the transaction

Vendor

View only - The vendor associated with the transaction

Units

The units billed on the invoice

Billing rate

The rate at which unit are billed. If you change a rate based on markups, it becomes a flat rate.

Billing amount

The amount billed on this invoice for this transaction. If you change an amount based on markups, it becomes a flat rate. See Changing the billed amount when printing markups as part of totals.

Optional columns:

Activity type

View only - The activity of the transaction

Project

The project of the transaction

Cost units

The cost of the units. If you change the cost units, Ajera updates the billed units.

Unit description

View only - A description of the units

Cost rate

Cost amount

View only - The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants.

Markup rate 1,2,3

Write-off date

View only - The date a transaction was written off

Sales tax amount

The amount of sales tax on the transaction

Notes

Any notes for the transaction

Fixed Fee tab

Column	Description
Phase	View only - The phase of the project associated with the transaction
Contract amount	View only - The contract amount for the transaction
Billing amount	The amount billed on the invoice for the transaction
Optional columns:
Activity type	View only - The activity of the transaction
Prior billed amount	View only - The previously billed total for the phase and activity
Total billed amount	The billing amount plus the prior billed amount
Sales tax amount	The amount of sales tax on the transaction
Contract remaining amount	The amount of the contract available to bill
Billable WIP	The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.
Notes	Any notes for the transaction

Percent Complete tab

Column	Description
Phase	View only - The phase of the project associated with the transaction
Contract amount	View only - The contract amount for this transaction
Percent to bill	The percent of the contract amount billed on this invoice for the transaction
Billing amount	The amount billed on the invoice for the transaction
Optional columns:
Activity type	View only - The activity of the transaction
Prior percent billed	View only - The percent of the contract amount that has already been billed
Prior billed amount	View only - The previously billed total for the phase and activity
Total percent billed	The percent of the contract amount that has been billed for this phase and activity
Total billed amount	The billing amount plus the prior billed amount
Sales tax amount	The amount of sales tax on the transaction
Contract remaining amount	The amount of the contract available to bill
Billable WIP	The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.
Notes	Any notes for the transaction

Unit Price tab

Column	Description
Phase	View only - The phase of the project
Contract units	View only - The number of units for the transaction
Unit rate	View only - The rate at which units are billed
Contract amount	View only - The contract amount for the transaction
Billing units	The number of units billed on the invoice for the transaction
Billing amount	The amount billed on the invoice for the transaction
Optional columns:
Activity type	View only - The activity for the transaction
Unit description	View only - A description of the units
Prior billed units	View only - The number of units already billed for the phase and activity
Prior billed amount	View only - The previously billed total for the phase and activity
Total billed units	The billing units plus the prior billed units
Total billed amount	The billing amount plus the prior billed amount
Sales tax amount	The sales tax on the transaction
Units remaining	The number of units available to bill
Contract remaining amount	The amount of the contract available to bill
Billable WIP	The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.
Notes	Any notes for the transaction

Percent of Construction Cost tab

Column	Description
Phase	View only - The phase of the project
Contract amount	Viewonly - The contract amount for the transaction
Percent to bill	The percent of the contract amount billed for the transaction
Billing amount	The amount billed on the invoice for the transaction
Optional columns:
Activity type	View only - The activity type for the transaction
Prior percent billed	View only - The percent of the contract amount that has already been billed
Prior billed amount	View only - The previously billed total for the phase and activity
Total percent billed	The percent of the contract amount for this phase and activity that has already been billed
Total billed amount	The billing amount plus the prior billed amount
Sales tax amount	The sales tax on the transaction
Contract remaining amount	The amount of the contract available to bill
Billable WIP	The amount of billable work-in-progress associated with the invoice. Any WIP with a status of Hold or Defer is not included.
Notes	Any notes for the transaction

Invoice Adjustments tab

Column	Description
Adjustment	The name of the adjustment. It cannot be changed.
Activity type	The activity type of the adjustment. It cannot be changed.
Adjustment amount	If you entered an amount, the field contains the amount of the adjustment you entered. If you entered a percent, Ajera calculates it and enters the amount for you. If you then change the amount, Ajera displays a message to let you know that it can no longer automatically calculate the amount as the billed amount changes for the project. Ajera displays (m) in the heading of the Adjustment Amount column to indicate that you must now manually change the amounts for all percent-based adjustments listed on this tab.
Optional columns:
Adjustment type	View only - Indicates if the adjustment is a flat amount or based on a percent
Contract amount	View only - The contract amount of the adjustment
Prior billed amount	View only - The previously billed total for the phase and activity
Total billed amount	The billing amount plus the prior billed amount
Sales tax amount	The sales tax on the adjustment
Contract remaining amount	View only - The amount of the contract available to bill
Notes	The text in this field prints on the invoice as a description for adjustments. If this field is empty for all the adjustments, Ajera prints Invoice adjustment on the invoice. Otherwise, it prints the text you enter in this field for each adjustment.

Text & Amounts tab

Column

Description

Invoice text:

Header

Enter text that you want to print on the invoice below the client mailing address.

If you entered header text in the > Setup > Company > Preferences > Billing tab > Invoice Header Text field, that text appears in this field and prints on client invoices for all projects, unless you change it here for this invoice. (If you use multi-company, the header text is on the Billing/Payroll tab of the > Setup > Company > Companies window.)

If you entered header text in the > Manage > Project Command Center > Project Info tab > Invoice subtab > Header Text field, that text appears in this field and prints on all client invoices for the project, unless you change it here for this invoice.

You can reenter header text from the Project window by right-clicking and selecting Refresh header text.

Either type the text or click . If you do not want the text to wrap to the second line on the invoice, press the Enter key where you want the first line to end.

Note:

If the header text is longer than two full lines on the invoice, the fold line on the invoice becomes misaligned with the address window on the envelope.
Header text prints on invoices only if the Print project text check box is selected on the Invoice Format window.

Footer

Enter text that prints on only the last page of the invoice. You may choose to use it to print a holiday greeting or contract information. There is no length limit.

If you entered footer text in the > Setup > Company > Preferences > Billing tab > Invoice Footer Text field, that text appears in this field and prints on client invoices for all projects, unless you change it here for this invoice. (If you use multi-company, the footer text is on the Billing/Payroll tab of the > Setup > Company > Companies window.)

If you entered footer text in the > Manage > Project Command Center > Project Info tab > Invoice subtab > Footer Text field, that text appears in this field and prints on all client invoices for the project, unless you change it here for this invoice.

You can reenter footer text from the Project window by right-clicking and selecting Refresh footer text.

Invoice amounts:

Prepayment

Enter the prepayment amount you want to apply to the invoice.

The prepayment amount available appears in the Prepayments Available field in the main window of the client invoice. You cannot apply more than the available amount.

Note:

If you use multi-company, you can apply only project prepayments. Go to > Manage > Client Receipts > Existing tab to change any client prepayments to project prepayments.
If you do not use multi-company, you can apply both project and client prepayments.

Adjustment amount

Any change you want to make to the final amount on the invoice, such as a discount. Type a minus sign (-) to indicate a negative adjustment.

Adjustment description

A description for the adjustment

Sales tax

The amount of sales tax on the invoice

Attachments tab

Field

Description

Notes tab

This tab contains any notes about the client invoice.