Typically, billing managers handle the billing functions in BillQuick Online, though they can delegate these tasks to accountants or project managers. BillQuick Online allows a lot of flexibility and variety in terms of billing rules, methods, payment terms, invoice formats and related decisions. Billing decisions determine how a project is billed and what information prints on an invoice. As a biller, you need to understand the pre-billing tasks and setup decisions before carrying out the actual billing tasks.
Decisions such as how to bill, what to bill, what to say about the work done and the layout of the invoice, begins with the client and project setup (master information). 
Reviewers or managers in a company must approve time and expenses charged to a project. When ready to bill, accumulated work-in-progress or 
pre-defined billing schedule flows to the Billing Review (or Manual Invoice) screen. You can even set up projects for automatic billing.
Billing decisions can be made in real time (on-screen) or through a printed Billing Review report (off-screen). When creating invoices, billing decisions can range from no-decisions-needed to application of retainers, adjustments, exclusion of time and expenses, and marking some entries as billed. 
After executing decisions, the manager typically reviews and signs off on draft invoices, and then someone generates final invoices to 
send them to the clients. This billing flow applies to standard invoices as well as joint invoices. 
After receiving payments and running final reports, the project is completed.
Click on the desired areas of the image for details.
The billing managers can review the following checklist to ensure that they take all billing decisions with the right information at the right time.
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Billing |
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Area |
Decision |
Where to Implement |
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Pre-Billing Tasks |
Print or check on-screen memos and project journals for billing-related notes and decisions. |
Time and Expense Memos |
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Check reports for approved time and expenses (WIP) as well as unapproved entries. |
Report Center |
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Invoice Layout |
Add a logo to invoices. |
Company screen |
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Check company name, address, etc. to print on invoices. |
Company screen |
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Typically add the standard text as memos or notes on multiple invoices. |
Auto Complete screen |
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Hide no-charge (non-billable) entries on detailed invoices. |
Global Settings—Billing screen |
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Billing Arrangement |
Define contract type and invoice settings at the project level. |
Project-General screen Project-Billing screen |
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Review bill and cost rates of the employees, activity and expense codes and special rates in the fee schedules. |
Employee screen Activity screen Expense screen Service Fee Schedule Expense Fee Schedule |
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Determine special bill rates to apply to a project when you pre-purchase hours (funds/retainer on account). |
Project-Billing screen: Delayed SFS |
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Negotiate retainage with the client. |
Project-Billing screen |
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Identify who receives the invoice in the client organization (billing/contact address). |
Client-Details screen: Main Contact Project-Billing screen: Contact |
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Define payment terms to print on invoices. |
Terms screen Client-Billing screen Project-Billing screen |
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Identify clients and projects to bill in a foreign currency and check currency settings. |
Currency Manager screen Project-Billing screen Client-Billing screen |
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All or selective project invoices should be emailed to the client. |
Client-Billing screen Project-Billing screen |
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Set up projects for automatic billing on a specified frequency. |
Project-Billing: Automatic Billing |
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Assign or change standard/custom invoice formats for different project contract types. |
Project screen |
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Set the standard invoice number format for invoices. Optionally, define custom invoice numbers for projects. |
Global Settings-Billing Project-Billing screen |
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Identify projects for a client or project phases to bill together. Set the default to joint invoice. |
Client-Billing screen Project-Details screen |
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Combine billing records on a single invoice. |
Billing Review screen |
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Request retainers from the clients Create retainer invoices. |
Retainer Management screen Project-Billing screen |
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Record retainer payments from clients. |
Payment screen |
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Apply project or client retainer payments. |
Payment screen Billing Review |
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Aging |
Set aging period for outstanding invoices of all clients |
Global Settings-Billing screen |
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Set interest rate and grace period for past due invoices related to a project |
Project-Details screen |
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Billing Methods
BillQuick Online offers various billing methods and arrangements with highly flexible options. You can choose a method according to your need and situation:
Billing Processes
After you have completed the pre-billing tasks and made the initial billing decisions, you are ready for actual billing. The billing managers can handle the billing task themselves or delegate it to accountants or admin staff.
You can accomplish billing in the following ways: