Setting up billing preferences

Client invoice options:

Select the way you want to automatically assign numbers to your client invoices.

If you are automatically assigning numbers by company, enter the number you want to use as the starting point for numbering invoices. For example, enter 999 to start printing invoices with a number of 1000. If blank, the first invoice has a number of 1. 

Select Invoice Date or Billing Cutoff Date to reflect revenue on financial statements.

For example, when you bill October time and expense on November 10, do you want the billed revenue to appear on your October or November financials? If November, you would select the Invoice Date.

Select the image you want to print on client invoices, statements, and credit memos. If you leave it blank, only your company name appears.

When you upload the logo, Ajera converts it into a .PNG format, which is the most reliable and compact bitmap format. For efficient performance, Ajera resizes logo files larger than 2 million pixels to 2 million pixels.

1. Prepare your logo.  
2. Click and select the file you created when preparing your logo.

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

• You can change header text for invoices of a specific project in the > Manage > Project Command Center> Project Info tab > Invoice subtab > Header Text field.
• You can change header text for a specific invoice in the > Manage > Client Invoices > Text & Amounts tab > Header field.
• If the field for header text is blank on the Project or Client Invoice window, the text entered here automatically appears in those fields. If it is the same as this text, and you change this text, then Ajera updates the Project and/or Client Invoice windows.
• 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.
• If needed, you can automatically include a date, such as the current billing cutoff date, in the text.
• If you leave this field blank, header text only prints on the invoice if you enter it on the Project window or the Client Invoice window.

Enter text that prints only on the last page of the invoice. You may choose to use it to print a holiday greeting or contract information.

• You can change footer text for invoices of a specific project in the > Manage > Project Command Center> Project Info tab > Invoice subtab > Footer Text field.
• You can change footer text for a specific invoice in the > Manage > Client Invoices > Text & Amounts tab > Footer field. 
• If the field for footer text is blank on the Project or Client Invoice window, the text entered here automatically appears in those fields. If it is the same as this text, and you change this text, then Ajera updates the Project and/or Client Invoice windows.
• If you leave this field blank, footer text prints on the invoice only if you enter it on the Project window or the Client Invoice window.
• If needed, you can automatically include a date, such as the current billing cutoff date, in the text.

Select this check box if you are required to bill sales tax on any of your client invoices.

Select this check box to be able to replace a standard employee type description on an invoice. For example, the project manager performs work as a drafter on a specific project and you want that time to appear on the invoice as being for a drafter, not a project manager.

When you select this check box, a column is added to the rate table so you can enter a new description for billing purposes. However, the employee's standard employee type remains on the cost for employee utilization An industry standard used to help track and manage time on an individual level. With Ajera, you can track employee productivity using the Employee Utilization report. The report contains each employee's billable and nonbillable hours and cost. Information appears based on how you classify your labor activities into billable and nonbillable categories. and other management reports.

Finance charges:

Select this check box if you want to be able to assess finance charges for outstanding balances on client invoices.

Enter the percentage rate to use for calculating finance charges.

You can override this percentage rate for a specific client by entering a rate for the client through the > Setup > Clients menu.

Enter the lowest outstanding balance on a client's project that you want to assess finance charges on.

For example, to create finance charges only on a client's project with outstanding balances of $50 or more, you enter 50 here.

Enter the minimum finance charge that you want to bill for a client's project. For example, if Ajera calculates a finance charge of $7.50 and the amount you enter here is $10, then the finance charge to be billed to the client for the project is $10.

Enter the number of days an invoice balance is outstanding before Ajera creates finance charges against it.

Enter the date when you want Ajera to start calculating finance charges. Ajera uses this date to calculate days outstanding the first time you create finance charges. If you leave this date blank, Ajera uses the invoice date.

For example, if you want to start calculating finance charges in July, enter a date of 6/30/2007.

Select DPE, Overhead, Profit, G&A and Other Labor to be able to mark up labor to reflect these associated costs when setting billing rates. These options are available from the top down so that an option after the first option is available only if you select the option before it.

Change the description for these items to better fit your company's needs, if necessary, by typing the new description to the right of the check box.

Select to activate the add-on field and the Activity Add-on on the Labor tab in the Billing Rate Table.

Change the description for these items to better fit your company's needs, if necessary, by typing the new description to the right of the check box.

Select G&A, Profit, and Other Expenses to be able to mark up expenses to reflect these associated costs when setting billing rates. These options are available from the top down so that an option after the first option is available only if you select the option before it.

Change the description for these items to better fit your company's needs, if necessary, by typing the new description to the right of the check box.