Contract Billing
On This Page
- Executed Contract
- Item Fulfillment
- ARS Project SO Invoicing Report
- Equipment Photos
- Monthly Contract Billing Spreadsheet
- Admin Fee Amount
- Freight Fee Amount
- AIA Pay App
- Textura Pay App
- eJobCosting
Billing happens throughout the project. Whether invoicing for a deposit or billing for stored materials, this happens a minimum of once a month.
Executed Contract
👉 Confirm you have the Executed Contract
When you started the project, the Estimating Department gave you a Project Binder with a LOI that effectively permits you to begin ordering equipment and the Project Hand-off Form with the Original Contract Value. However, to help bill accurately each month, you will need a copy of the Executed Contract.
Michelle, the Executive Admin, sends the contract to your Supervisor, who will give it to you the Executed Contract. If you still need to get it by the time you start billing, you need to communicate with them to get it.
Once you receive it place it in Project Coordinator > Contract and Scope Info in your Master Project Folder.
Item Fulfillment
In most organizations, Item Fulfillment is correlated to the physical shipment of items. However, for our Projects, it is correlated to Stored Material billings.
We normally warehouse the equipment for weeks or months before we deliver it to the job site, and we charge our customers a warehousing or Stored Material fee for this service. We charge a one-time fee for every piece of equipment we warehouse. To bill our customers and send them an invoice, you must first fulfill the items on the Sales Orders in NetSuite.
👉 Identify all the equipment the warehouse received during the last billing cycle for each project
The first step in Item Fulfillment is to identify all the equipment for your project that our warehouse received. In order to do that, you will use the "CC | Project POs Received Over a Time Period" Saved Search.
Using the Global Search field in NetSuite, search for "CC | Project POs Received Over a Time Period". Filter by your project number and the previous billing cycle dates. Among other things, the results will tell you all the equipment the warehouse received, which warehouse received it, the Item Receipt, the Purchase Order, the Sales Order the items are on, and the serial numbers, if they have any.
ARS Project SO Invoicing Report
In order to determine how much to bill the customer for Stored Material each month, you will utilize the ARS Project SO Invoicing Report. There are two versions of this, both produce the same information:
There is a version you can export as a Microsoft Excel, this is the version you will use for billing. And there is a version that is attached to each Project Record in NetSuite. This is not exportable and is useful to quickly see at a glance what is happening with your project.
You can refer to this
Equipment Photos
Monthly Contract Billing Spreadsheet
Every Master Project Folder Template comes with a Monthly Contract Billing Spreadsheet Template located under Project Coordinator > Project Billing Information.
Admin Fee Amount
Freight Fee Amount
AIA Pay App
G702 - Summary
G703 - Detail
