Invoice Process

This is a guideline on how and by who information for end of the month invoicing will be provided.

Projects

Information

Steps once offer has been accepted by client:

  1. Person who closed deal sets up new item in Monday Overview Board providing the following information in an info box:
    1. PDF file of offer
    2. PDF file of order (if it exists) or approval of offer and additional billing information to go on invoices
    3. address and contact information should they differ from offer
    4. billing timeline
  2. Accountant will set up table overview of total budget, sum of invoices that have been sent as well as what’s still open.
  3. Accountant will keep this table up to date.

Example:

Updates

Billing information using updates provided by the project manager for accountant during project phase:

  • Project has started – prepayment invoice can be sent
  • Partial invoice can be sent
  • Project is done – final invoice can be sent
  • Any deviations from original budget/ timeline
  • Extra budget

Please use check marks and tag the accountant.

Example:

The accountant will send a reminder to have the Monday overview board updated right before the end of each month in the operations channel on Slack.

Please try to keep communication as transparent as possible and stick to Monday for updates, rather than 1 to 1 communication, this way everyone is in the loop.

When communicating with client about invoicing please have the accountant in cc.

Please note: The general information provided in the beginning of each project regarding invoices is what the billing at the end of each month and the company’s financial forecast is based on. Please communicate any changes as soon as possible and in any case to accountant and Steffen.

Support and partner boards

On the 1st of each month we bill tasks that have been done in the previous month. Tickets within the detail boards are basis for invoicing each month.

It is crucial that all information is provided and up to date.

Checklist for project managers:

  • Is budget information provided for each task that has been set to done? Approved? Included? Fixed?
  • Are Actual Times up to date? In case of fixed budgets, the actual time needs to match the estimate.
  • Tasks in review: check in if they can be set to done.
  • Anything else to consider: new email address? Projects / components that need to be billed separately to client.

Example:

The accountant will send a reminder to have the tickets within the detail boards updated at the end of each month in the operations channel on Slack.

Please try to keep communication as transparent as possible and stick to Monday for updates, rather than 1 to 1 communication, this way everyone is in the loop.