Are you using or thinking about using Cost-Based or Time and Material billing?

In support, we have been noticing an increase in questions regarding about Cost-Based billing. Is Cost-Based billing something you use or have thought about using? What is working for you and what could be improved?

We also have resources available for using Cost-Based billing in Sage 300 CRE. You can login to the knowledgebase at http://support.na.sage.com to find the following articles:

17333 - What is the workflow for cost based billing?

33955 - What is the rate retrieval process for rate tables and markup tables in Billing
for cost-based invoicing?

40210 - How do I have my contractor's fees automatically generate to a specific contract
item for a cost based contract?

17376 - My costs are not being sent to Billing.

26307 - How can I verify my WIP cost entry is on a cost based invoice in Billing?

You can find more articles available in the knowledgebase by using the search term "Cost-based." You can also visit Sage University at http://www.sageu.com for available Billing training classes or contact your Sage Channel Partner or Sage Consultant for assistance.

I look forward to hearing how you are using Cost-Based billing!

  • Jesse, I have always just used contract based billings or i have done just offline billings (quick bills) and just posted those in accounts receivables, i have never done a time & material based job.  But we have a pretty big job that will be starting in December, part of it will be on a contract basis and part on time & material, i really don't know the best way to set this up, they are wanting me to keep everything under one job number, can this be done?  I have never used the cost based billing invoice, can you direct me on the best way for me to learn what i need to do.

    Khsw

  • in reply to khsw

    Hi Khsw,

    Yes you can set this up all under one job. You can set it up under one contract as well, or setup two contracts.

    There are several factors to consider so here are some questions I would ask:

    1. Will you be printing separate invoices for the Contract basis and The Time and Material (also called "Cost Based")? Sage will print these invoice separately, however you can work with your consultant to have a custom invoice created that would combine the invoices into one.

    2. Does it need to be a "true" Time and Material job, where actual costs are sent to Billing and then billed at a preset rate or percentage, or can you enter the billings as contract based and just provide backup documentation for the costs?

    We have available for purchase a training class replay dedicated to Cost Based billing setup, workflow, and troubleshooting. It's regularly 150.00 and right now we have a 10% off promotion running. Let me know if that's something you would be interested in.

  • in reply to Jesse Gordon

    Thank you,

    To my knowledge i will be printing out separate invoices and one for time & material.  It does need to be a "true" time and material job.  i did go to sage university and i purchased the training class.  So i will get into that this week.  Thank you for your time.

  • in reply to khsw

    One of the key to billing part of the job as "Contract Based" and another part as "Cost Based", is to isolate the portions of the job that are "Cost Based"  For example, an extra could be used to track the "Cost Based" portion of the job and then link the extra to the contract item used to bill the cost.

  • in reply to [email protected]

    Extra?  is that the same as a change order? 

  • in reply to khsw

    Extras are another level typically used for tracking pieces of larger jobs. Some companies use them for only change orders, and even rename them in the system to Change Orders, however that wasn't the original purpose.

    If you have look at your Job Cost Setup menu, you would have something after Job but before Cost Code.

    https://support.na.sage.com/selfservice/viewdocument.do?noCount=true&externalId=23667

  • in reply to Jesse Gordon

    under the job cost setup menu, it just has jobs, cost codes, categories.  Nothing on setting up extra's.