Enhanced interface

Project time and materials billing—Contracts

With the Project time and materials billing method, you can invoice employee timesheet hours, employee expenses, purchasing transactions, and AP bills coded to a particular project that is associated with a contract.

As the flat/fixed amount for a project time and materials contract line is always 0.00, there are no revenue or billing schedules associated with the contract line. Intacct gathers the applicable billable charges when you generate an invoice for the contract line as of a specified date. The associated revenue is recognized on invoice and is not tracked in the contract totals.

Billable charges for time and materials projects use the GL account mapping specified on the contract transaction definition for the applicable item GL groups.

This billing method is only available if "Enable deferred revenue for Time and Materials projects" is not turned on in the Configure Revenue Management page. If that option is turned on, see Set up and use estimated time-based revenue recognition for contracts with projects.

Example

Say you have a contract with a new customer, Plumbers R Us, who wants to license your mobile field technician software. The software requires a professional services implementation project to customize the software for the customer. You want to bill time and materials for the implementation project.

You start a contract for Plumbers R Us and set up a Project time and materials contract line for the implementation item and link it to the implementation project. There are no revenue or billing schedules associated with Project time and Materials contract lines.

As work on the project progresses, your employees enter timesheet hours and expenses. When you generate an invoice for the contract, Intacct gathers all billable items related to the project and presents them on the invoice.

In our example, an employee submitted a timesheet for 4 days with 8 hours for each day. The employee's billable rate is 200.00 per hour. The employee also submitted a travel expense for 50.00. The invoice appears as follows:

Entries Show defaults

	Item ID*	Quantity*	Price*	Multiplier	Extended price
1	PRJ-054--Implementation	8	200.00	1	1,600.00
2	PRJ-054--Implementation	8	200.00	1	1,600.00
3	PRJ-054--Implementation	8	200.00	1	1,600.00
4	PRJ-054--Implementation	8	200.00	1	1,600.00
5	PRJ-054--Implementation	1	50.00	1	50.00
	Total				6,450.00

Add a Project time and Materials contract line

Subscription	Contracts Project Costing and Revenue
Regional availability	Australia Canada South Africa United Kingdom United States
User type	Business
Permissions	Contract: List, View, Add, Edit
Configuration	Track time by = Project and task OR Customer, project, and task in the Configure Projects page The Contract dimension is enabled in the Configure Projects page
Dependencies	The project Billing type must = Time and materials

Create the applicable time and materials project.
Do one of the following:
- Add a contract line from the Contracts page:
  1. Go to Contracts > All > Contracts.
  2. Find the contract to which you want to add a contract line.
  3. Select Edit at the end of the row.
  4. Select Add located above the top-left corner of the Contract lines grid.
- Add a contract line from the Contract lines page:
  1. Go to Contracts > All and select Add (circle) next to Contract lines.
  2. Use the Contract dropdown to select the desired contract.
    Intacct populates the page with default information from the selected contract.
Use the Item dropdown list to select the project item. This is the item associated with a billable task associated with the desired project.
If applicable, use the calendar tool to select the desired Start and End dates and/or GL posting date.
Use the Billing method dropdown list to select Project time and Materials.
In the Dimensions section, use the Project dropdown list to select the related project. This links the project to the contract.
If applicable, use the Task dropdown list to select the related task.
Use the dropdown lists to select any other Dimension values.
Dimension values and custom field values (as applicable) from the time and materials source transactions will display in the contract invoice. For example, the dimensions selected on a timesheet will display on the contract invoice for the line item associated with the timesheet.
Select Post.

Create the applicable time and materials project.
Do one of the following:
- Open an existing contract in Edit mode or add a new contract. In the contract, select Add located above the top-left corner of the Contract lines grid. The Contract Line popup window appears.
- Go to Contracts > All > Contracts and select Add (circle) next to Lines. In the Contract Line page, use the Contract dropdown list to select the desired contract.
  Intacct populates the page with default information from the selected contract.
Use the Item dropdown list to select the project item. This is the item associated with a billable task associated with the desired project.
If applicable, use the calendar tool to select the desired Start and End dates and/or GL posting date.
Use the Billing method dropdown list to select Project time and Materials.
In the Dimensions section, use the Project dropdown list to select the related project. This links the project to the contract.
If applicable, use the Task dropdown list to select the related task.
Use the dropdown lists to select any other Dimension values.
Dimension values and custom field values (as applicable) from the time and materials source transactions will display in the contract invoice. For example, the dimensions selected on a timesheet will display on the contract invoice for the line item associated with the timesheet.
Select Post.

Learn more about contract line fields.

Next steps

Enter timesheet hours

Generate invoices