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Monthly Project Invoicing Overview

The Monthly Project Invoicing process creates client invoices based on the following information:

  1. monthly-timelog-review

  2. fixed price orders that have been completed during the period

  3. license costs

graph LR


    MTT[<h3>1.1 monhtly-timelog-review</h3><br>activity: trigger monthly timelogs<br>role: scrum-master<br>input: planio timelogs<br>output: PDFs]

    MTR[<h3>1.2 monhtly-timelog-review</h3><br>activity: check monthly timelogs<br>role: project-manager, account-manager<br>input: PDfs]

    LIP[<h3>2. license-invoice-preparation</h3><br>owner: license-manager<br>input: pax8 license csv<br>output: License Dashboard]

    MCI[<h3>3. client-invoice-creation</h3><br>owner: account-manager<br>input 1: PDFs of periodical orders<br>input 2: fixed-price orders in planio<br>input 3: License Dashboard<br>output: client invoices in bexio]

    ICI[<h3>4. intra-company-invoicing</h3><br>owner: bokkeeper<br>output: invoices in bexio]

    MTT-->MTR-->MTT
    MTR-->MCI
    LIP-->MCI
    MTR-->ICI
    LIP-->ICI

style MTT text-align:left
style MTR text-align:left
style ICI text-align:left
style LIP text-align:left
style MCI text-align:left

Sub-Processes

The process consists of the following sub-processes:

  1. monthly-timelog-review:

    1. scrum-master triggers timelogs
    2. project-managers check timelogs so that invoices will be correct

  2. license-invoice-preparation: sold-license-manager fetches the sold licenses from pax8 and imports them into Power BI

  3. client-invoice-creation: account-managers create sales invoices and send them to the clients

  4. intra-company-invoicing: each bookkeeper generates internal invoices to other companies of the group

Client Invoicing Background

Terminology

Client Invoices

  • Invoice: We invoice our clients for the work we do for them. This is a client invoice.
  • Credit Note
  • Payment

General Handling

For a specific Credit Note process, see credit-note

Generally: In Bexio (like in most accounting software), there are three different concepts in the area of client invoices:

  1. Invoice

  2. Credit Note

  3. Payment

invoicing-background-bexio.png

We want to change the invoice amount

  1. If our invoice was too high: reduce it with a credit note. The Credit Note amount is the amount that reduces the amount of the original invoice.

  2. If our invoice was wrong: Cancel it with a Credit Note over the full amount.

  3. Our invoice was too small: Cancel it with a Credit Note and create a new invoice.

The client pays too little

  1. Register the payment in Bexio as a Payment (Zahlungseingang) on the invoice

  2. Bexio will show you the remaining amount open

  3. You can inform the client about the open amount by creating a PDF in Bexio

invoicing-background-payment.png

The client pays too much

  1. Register the payment in Bexio as a payment on the invoice

  2. Bexio will ask you if it should create a Credit Note -> accept

Rules

  1. we NEVER change an invoice that has been sent out