1) What are the steps to producing an invoice?

Only those employees who have access privileges can enter the Billing module. You first choose from the list of active projects which you want to invoice. By selecting the Preview button, you can see on screen exactly how a printed invoice will appear. If you need to make changes, you can go directly to the appropriate area in the Projects module where you can change general information about the bill format or amounts to be billed. You might also need to go back to specific time or expense slips and modify them. Once you have made your corrections, you can select the Print Invoices button and finalize.

2) What types of invoice methods are provided with ArchiOffice®?

You can change your billing method at any time. We provide the following methods: Hourly, Stipulated Sum, Multiple of DSP or DPE, Percent of Construction Cost, or Unit Cost (i.e. $/sq.ft).

3) How can I customize an invoice?

There are many aspects of the invoices that can be customized depending on what information your client wants to see. For example, you can itemize or summarize your slips. You can show the hours and rate for each slip or conceal either of them. You can decide if any standard adjustments are shown as a line item, or concealed within the slip value itself. Invoice Title, Number, Taxes and Terms are also customizable.

4) Can I print a trial invoice?

Yes. Trial invoices are printed the same way you print a final invoice. All you need to do is deny the request to finalize which comes after sending the invoice to the printer.

5) How do I finalize an invoice?

After sending invoices to the printer, ArchiOffice® will ask if you would like to finalize that bill. If you say yes – all the slips included in that invoice will be marked as “billed” and locked so that no future changes can be made to them.

6) Can I run a batch of invoices at once? How is this done?

Since the Billing module shows a list of all active projects, you can select which projects you want to include in the batch. You can filter the list by Contact names, Team Roles and Employee names. In this manner, for example, you can print all the invoices for a particular Principal in your office in a single batch.

7) I use Quickbooks™ currently. How will I export my billing data to Quickbooks in the future? What other general ledger programs does ArchiOffice® support?

Only employees with proper privileges can enter the Accounting Export area. ArchiOffice will automatically export any invoices and payments which are to be imported by your General Ledger Program. Currently we support the following programs: Quickbooks, Peachtree Accounting and M.Y.O.B. The office administrator will determine how ArchiOffice® entries link to the Chart of Accounts for your General Ledger.

8) Will I manage my Accounts Receivable though ArchiOffice® or my general ledger program?

ArchiOffice® will allow you to print out an Accounts Receivable report. You will also enter any payments made to you for a project within ArchiOffice® and later transfer them to your general ledger via the Accounting Export module. You also have the ability to see the outstanding balance for a project from two separate areas within ArchiOffice®: From within the Contacts module if that contact is marked as a client you can see their balance as well as all invoices and payments. From within the Projects module, the Billing tab provides summary information not only regarding the balance due, but also invoiced amounts, actual values for time and expense slips as well as budgeted amounts.

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