Overview of the Invoicing Administrator Role

OVERVIEW:

This role ensures that all the invoices are produced on a regular basis for all work completed by the company.

The frequency of this work can be outlined as:

Regular Monthly Invoices for Hire and Other Charges that can be processed at the billing cut off period.
Regular Weekly Invoices for Charges like Erects, Dismantles and Variations
Deposit Invoices for Charges that should be sent to clients BEFORE work begins
On Erect Invoices for Charges that should be sent as soon as the erect, build or install work is completed.
On Dismantle or Off Hire Invoices for Charges that are to be sent when the equipment has been removed from the work site or when the client advises that the equipment should be removed and hire is to be stopped
Variation or Alteration Invoices where sign off from clients (or not) is sent to clients for payment normally separately on an invoice that does not contain other regular invoiced charges. (NB. This is normally done so disputed charges do not hold up and invoice that may have regular charges included)
Payment Claim Invoices where a spreadsheet type approach is kept that reconciles original contracted work and the % claimed so far and the amounts agreed to by the client, plus any variations that need to be agreed on by both parties.

PREREQUISITES:

To ensure the invoicing works as easily and quickly as possible the following modules should be used properly. You should have the following modules working completely:

Jobs with their Phases and Charges should be ENTERED for each live or active job. These Charges are normally entered at the Quoting stage, however some work does not need a quote but Scaflog still needs the phases and charges setup so it can charge the client correctly. Even if this is just an hourly agreed labour rate.
The Scheduling Calendar should have all activities recorded and completed for each day of work in the month of billing. Refer to the documentation on Scheduling Effectively on a day to day basis.