Preparation for Invoicing your client

Preparation for invoicing your client

Firstly make sure all the information has been loaded into Builda Price, including Bills from merchants and subcontractors also make sure the time sheets have been added by your workers.

All the Bills for the job should be allocated to at least job, otherwise allocated to their correct subheading. 

 

Create a report

Once the above has been done, create a report.

Click here for an in-depth guide on creating a Report through Report Builder.

• Using Report Builder 
• Select the date range 
• Select the Job
  
  • Select the subheading if you are invoicing your client for a specific part of the build otherwise selecting just the job.
• Select (Tick) the Materials, Timesheets and Subcontractor bills that you wish to invoice to the client.
• Add the Markup or Margin that you agreed on to each section.
• Once you are happy with the selection and have applied the correct Markup or Margin, download the report

There are 3 formats you can download the report in; 

• PDF
• Excel
• .CSV

Each file format will ask if you wish to download the attachments (if there have been any attached to the bills section)

It will also ask if you wish to mark as report (we recommend having this box ticked, this will prevent you from invoicing your client multiple times for parts of the job you have previously billed.)

On the PDF export:

• Add the title of the report
  • e.g. Work completed for: Green Road Extension 
• Enter in the introduction text 
  • e.g. Client name
  • Job address 
  • Report date range 
  • Work completed
  • This report includes the materials, labour and subcontractor work completed between the above date range
• Enter footer notes 
  • e.g. This report excludes GST
  • Work not covered or to be covered 
  • Any questions please contact (enter your name and number)
• Select what you would like to be displayed in the report, this information will save you having to retype it into Xero. 
  • Materials
  • Timesheets
  • Subcontractors 

You can choose to show or pro rata (hide) your Margin/Markup throughout each section.

Once you are happy with how it is displayed, on the right you will have a live display of what it will look like before the report is downloaded.

• Click download PDF.

Invoicing your client using your accounting package

• Open your accounting package (Xero steps are below)
• Create a new invoice for client 
• Make sure you select from the drop down, Amount are: Tax Exclusive
  • Under description 
  • 1 line for Materials total - Qty 1 Unit price Material total from report
  • 1 line for Labour total - QTY 1 Unit price Labour total from report
  • 1 line for Subcontractors - QTY 1 Unit price Subcontractors total from report
  • The subtotal should equal the same as the report total
• Attach the Builda Price report to the Xero invoice 
  • If you are viewing in the new look Xero at the bottom of the invoice there is an Attach files button (use this to upload the report)
  • If you are viewing in the classic look Xero there is a Paper icon in the right corner next to the preview button (this is the attach file button- use this to upload the report)
• The Xero invoice will apply the 15% GST for the invoice
• Send to client
  • If you are viewing in the new look Xero at the bottom of the invoice there is an Attach files button, click on this and turn on the option to send with invoice
  • Click send and check the boxes, attach PDF and attach files to email
  • If you are viewing in the classic look Xero click the email button, select the include files as attachments check box, this will send the report to the client.

For more in-depth step by step guide and video click the link below 

How to create a Report using Report Builder