Problem
how to make time
and materials bills in MacNail construction accounting software
cost plus billing & invoices, invoicing
Diagnosis
Newsletter #20 (brown) shows how to make a time and materials bill, and how to format it as an invoice.
Best thing is to refer to that! Text is copied below.
HINT-- Goldenseal accounting software does automatic billiing for time
and materials or other project
types.
Solution
You can also use the Query
Box to find all construction costs to be billed for, when doing ‘cost
plus’ work. To do so, follow these steps:
1. Open the Labor Log or any other file that contains cost data for the project.
2. Scroll down to the Query Box.
3. Type in the job number, and either a single date criterion such as >9/1, or a date range using two date criteria
(see previous section).
Once the Query Box contains the correct criteria, you can generate a list of all items
to be billed for. To do so, choose Extract Special from the Data menu. A list of all items for that
project and that date range
will be created automatically, as a separate file.
The Extract report will need some formatting to make it perfect for
Time and Materials billing.
For example, the first thing you might want to do is adjust the column widths so you only see the most important
columns. To do so, follow these steps:
1. Choose Display from the Options menu, and turn on Row and Column headings.
2. Click between each column heading, and move the bar left or right. You can shrink some columns to zero
width to ‘hide’ them, and expand others so they are easier to read.
To make the file work better as a bill,
you can add simple Excel formulas to calculate the total amount that the client owes. To do so, follow
these steps:
1. Click in any cell underneath the list of items, and click the Sum (∑) button on the Toolbar.
2. Drag the mouse through all of the total cost amounts, then hit the Enter key.
3. You can type in a title for the new number, and format both the title and the number (choose Font, Alignment
or Number from the Format menu to do so).
4. If you would like to itemize a management fee or markup, click on the next cell down and enter a formula
calculating the additional charge. For example, if the total cost is in cell H11 and you use a 25% management
fee, enter =H11*.25 as a formula in cell H12.
5. To calculate the total billing amount, enter a third formula. For example, you might enter =H11+H12 into
cell H13.
6. After you’ve entered all formulas and titles, you’ll have an attractive report that can be printed and
given to the client.
HINT: You can also use Excel formulas to bill using a flat fee per hour, to spread your markup through the
individual labor cost, or to do to any other calculations that are necessary for your billing method.
You
can even add your letterhead to the billing report. To do so, follow these steps:
1. Move the mouse to the bar between the row headings for the first and second rows of the report, and drag
the bar down to enlarge the first row. As an alternative, you can also click anywhere in the first row, choose
Row Height from the Format menu, and then enter a larger number.
2. Switch to your favorite graphics program, and copy your logo (which should be stored in PICT or some other
graphic format).
HINT: The Macintosh Scrapbook and the Windows CardFile are convenient places to store graphics!
4. Go back to the report file, click near the top of the worksheet, and choose Paste from the Edit menu.
5. Click on the graphic, and move it wherever you like. You can also resize it by clicking on a corner ‘handle’ and
dragging.
Comments
Entered 2/8/95 by Dennis. Updated 11/10/2010.
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