Billing templates—Contracts

A billing template defines the schedule to invoice the flat/fixed amount for a contract line over the contract term. Use billing templates to create non-linear, percent complete, and other types of custom billing schedules.

About billing templates

A billing template defines the rules that you want to use to invoice the flat/fixed amount of a contract line item. There are two types of billing templates:

• Predefined percentages
• Project or task percent complete

Predefined percentages

The billing template contains a table of entries that map the period to bill with the percentage of the flat/fixed amount to be billed that period. For example, say you’re providing a training class that requires a 25% deposit up front (upon the contract start date), then 50% before the class (usually three months after the contract start date), then the remaining 25% to be billed after the class completes (usually the month following the class). The billing template could look as follows:

No. of months offset	Percent to bill
0	25
3	50
4	25

In this example, 0 indicates that the first invoice is scheduled for the month in which the billing template start date occurs. The second invoice is three months from the billing template start date, and the third invoice is four months from the billing template start date.

Say you create a contract line for a training class with a billing template start date of March 1 for a fixed fee of 5,000.00. Using the billing template defined above, the billing schedule for the contract line is as follows:

Billing date	Amount
March 1	1,250
June 1	2,500
July 1	1,250

If you wanted to bill on a different day of the month, say for example the 15th of each month, you could set the billing template start date on the contract line to March 15.

Project or task percent complete

You can bill fixed-fee projects associated with contracts based on the percentage of completion. You can associate the percentage of completion with the project as a whole or with one or more specific tasks associated with the project. In either scenario, Intacct can automatically calculate the percentage of completion based on a ratio of time duration or a user can determine it. Billing schedules based on these templates will not show any scheduled amounts until you run Preview as of a valid date in the Generate Invoices page.

Your company must be subscribed to Project Costing and Billing in addition to Contracts to use project or task complete billing templates. Learn more about percentage of completion billing.

Add a billing template

Create as many billing templates as you need that are tailored for your company, and then reuse the billing templates across contracts.

Add a predefined percentages billing template

1. Go to Contracts > Setup > Templates and select Add (circle) next to Billing.

2. In the Name field, enter a meaningful identifier for the billing template.
3. In the Description field, enter a meaningful description for the billing template.
4. For Template type, use the default value Predefined percentages.
5. Use the Status dropdown to indicate whether the billing template is active or inactive.

6. In the Template details section, specify the number of months offset from the billing template start date and corresponding percentages to be billed.

   The total Percent to bill values must equal 100.

7. Select Save.

Add a percent complete billing template

1. Go to Contracts > Setup > Templates and select Add (circle) next to Billing.

2. In the Name field, enter a meaningful identifier for the billing template.
3. In the Description field, enter a meaningful description for the billing template.

4. For Template type, choose either Project percent complete or Task percent complete.

   Only fields applicable to either of these template types are displayed.

5. In the Based on dropdown list, choose the data source Intacct will use to determine the percentage of completeness for the project or task.

   For example, if you select Estimated hours, Intacct will divide the total Estimated hours for the project or task by the number of approved hours (Actual hours) to determine the percentage of completion.

6. If you want to set threshold percentage values at which to invoice, select the Step billing checkbox and complete the Template details table.

   Example of threshold billing

   Say you have a design company, and you typically invoice in stages as a project progresses, but you do not invoice in exact proportion to the project's percentage of completion as many last minute changes usually come in at the end of a project. You want to invoice as follows:

   • When the project is 35% complete, invoice 30% of the flat/fixed amount
   • When the project is 65% complete, invoice an additional 30% of the flat/fixed amount
   • When the project is 100% complete, invoice the remaining 40% of the flat/fixed amount

   You create a billing template with the following Template details:

   Threshold percent	Percent to recognize
   35	30
   65	30
   100	40
   Total	100

   You have a contract line for a three-month project starting January 10. You agree on a Flat/Fixed amount of 10,000.00 and you want to invoice at the project level.

   You run Preview as of January 31. Intacct finds a percentage of completion value of 30%. Intacct does not present any available amount to invoice for the project as 30 is less than the first threshold setting of 35.

   You run Preview as of February 28. Intacct finds a percentage of completion value of 60%. Intacct presents 3,500.00 to invoice as 60 is greater than 35 but less than the next threshold level of 65. You invoice 3,500.00 in February.

   35% * 10,000.00 = 3,500.00

   You run Preview as of March 31. Intacct finds a percentage of completion value of 100% as you finished the project earlier than expected. Intacct presents the remaining 6,500.00 to invoice.

   (30% + 40% = 70%) * 10,000.00 = 6,500.00

7. Use the Status dropdown to indicate whether the billing template is active or inactive.

8. Select Save.

Edit a billing template

Changes made to a billing template will apply to billing schedules created after the change was made. Template changes will not apply to a billing schedule from which an invoice has been generated.

1. Go to Contracts > Setup > Templates > Billing.

2. Find the billing template that you want to edit.

3. Select More actions > Edit at the end of the row.

4. Make your changes.

5. Select Save.

1. Go to Contracts > Setup > Templates > Billing.

2. Select Edit next to the applicable template.
3. Edit the desired fields.

4. Select Save.

View a billing template

1. Go to Contracts > Setup > Templates > Billing.

2. Find the billing template that you want to view.
   

   Need help finding a billing template?

   • Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

   • When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

3. Select the template's name.

1. Go to Contracts > Setup > Templates > Billing.

2. Find the billing template that you want to view.

   Need help finding a billing template?

   • To view inactive billing templates, select the Include inactive checkbox.
   • If you accessed this page from the top level of a multi-entity shared environment, you can view billing templates created in all entities by selecting the Include private checkbox.
3. To view the details for a contract type, select View next to the desired billing template.

Delete a billing template

You can delete a billing template if it has not been used by any contract lines. This removes the template from Intacct. Alternatively, you can deactivate a template (change the status to Inactive), which prevents it from displaying in any template selection lists but retains the template for historical purposes.

1. Go to Contracts > Setup > Templates > Billing.

2. Find the billing template that you want to delete.

3. Select More actions > Delete at the end of the row.

4. Select Delete to confirm.

   Depending on your user preferences, the system might prompt you to confirm the deletion.

1. Go to Contracts > Setup > Templates > Billing.

2. Select Delete next to the applicable template.

   Depending on your user preferences, the system might prompt you to confirm the deletion.

Deactivate a billing template

Deactivating a billing template (changing the status to Inactive) prevents it from displaying in any dropdowns but retains the template for historical purposes.

1. Go to Contracts > Setup > Templates > Billing.

2. Find the billing template that you want to deactivate.

3. Select More actions > Edit at the end of the row.

4. In the Status field, select Inactive.

5. Select Save.

1. Go to Contracts > Setup > Templates > Billing.

2. Select Edit next to the desired billing template.
3. In the Status field, select Inactive.

4. Select Save.

Field descriptions

Billing templates field descriptions

Field	Description
Name	A short identifier for the billing template. This name will appear in any applicable billing template selection lists in Intacct.
Description	Use this field to describe the purpose of the billing template. For example, describe the type of contract lines that will use this template.
Template type	Choose one of the following options: Predefined percentages: Billing is scheduled based on a table of entries that map the period to bill with the percentage of the flat/fixed amount to be billed for that period. Project percent complete: Billing for a fixed-fee project is scheduled proportionate to either approved hours divided by source hours or by a percentage determined by user input. Task percent complete: Billing for a task related to a fixed-fee project is scheduled proportionate to either approved hours divided by source hours or by a percentage determined by user input. For example, you could use Task percent complete templates for milestone billing.
Based on	This field is only applicable when Template type is set to Project percent complete or Task percent complete. Determines the data source Intacct uses to determine the percentage of completeness for the project or task. Options are: Estimated hours: Divide the total Estimated hours for the project or task by the number of approved hours (Actual hours). Observed percent completed: Use the appropriate percent complete value entered by the user on the project or task. Budgeted hours: Divide the total Budgeted hours for the project by the number of approved hours (Actual hours). This source is only applicable to Projects. Planned hours: Divide the total Planned hours for the project or task by the number of approved hours (Actual hours).
Step billing	This field is only applicable when Template type is set to Project percent complete or Task percent complete. Displays a table that lets you define billing thresholds. You determine what percentage of the flat/fixed amount to invoice at what percentage of a project's or task's completion.
Status	Select Active or Inactive. If you select Active, the template will be available for use. If you select Inactive, the template will not be available for use. You can change the template's status as desired.

Template details

Template details field descriptions

Field	Description
No. of months offset	The number of months in the future from the billing template start date the corresponding percentage will be billed. For example, 2 indicates two months from the billing template start date, 4 indicates four months from the billing template start date, and so on. Enter 0 if you want the corresponding percentage to be billed in the month the billing template starts. This section is only applicable when Template type = "Predefined percentages".
Percent to bill	The percentage of the Flat/Fixed amount that will be billed at the corresponding number of months from the billing template start date. You can enter up to 8 decimal places in this field. The total Percent to bill values must equal 100 to save the billing template.
Threshold percent	This column is only applicable when Step billing is selected. The percentage of completeness at which you want to invoice. This value is cumulative. See Add a percent complete billing template for an example of threshold billing.
Percent to bill	This column is only applicable when Step billing is selected. The percentage of the flat/fixed amount to invoice at the corresponding Threshold percentage. The total of this column must equal 100.