Hello,

I've been using Billings for only a few weeks but let me say I love it. I'm still learning, though, and one thing stumps me:

I like to be prepaid for website updates. So I invoice clients for $1000 in advance. The client sends me a cheque/payment which I then record as a retainer and from thereon I add a new slip to his account for each update charge. When the amount of uninvoiced slips nears $1000 I send an invoice that details the last $1000 worth of slips and apply the retainer of $1000 so they don't owe anything for the slips but then I add another slip for the next $1000 prepayment.

BUT, the original invoice for $1000 is still unpaid and I've created a second invoice for another $1000 that will go unpaid. What am I doing wrong? How should I administer prepayments?

Thanks for your advice.

The best way to use the program in this manor is to create the retainer first. Then when you are ready to invoice your first bill you apply the retainer that was obtained while creating the invoice. That way when you send out the invoice its already paid for and you will not have an unpaid invoice.

Perhaps related, perhaps not, but here goes...

How do I send my client a statement or invoice for retainers that have been recorded in Billings? A client recently gave me a cheque to be used as a retainer, but he wants an invoice or at least a statement for his records. I imagine this could also be useful on my side since I technically have to declare it as business income.

Thanks!

quote:

Originally posted by Bruno Tozzo:
The best way to use the program in this manor is to create the retainer first. Then when you are ready to invoice your first bill you apply the retainer that was obtained while creating the invoice. That way when you send out the invoice its already paid for and you will not have an unpaid invoice.

Thanks for the reply. Maybe I wasn't clear, though. I need to create an invoice first so I can send it to the client so I can get paid the amount that I can use for the retainer. Unless you mean that there is a way when creating a retainer to create an invoice that bills for the retainer. But I don't see any way to do that. Please explain.

quote:

Originally posted by fongd:
Perhaps related, perhaps not, but here goes...

How do I send my client a statement or invoice for retainers that have been recorded in Billings? A client recently gave me a cheque to be used as a retainer, but he wants an invoice or at least a statement for his records. I imagine this could also be useful on my side since I technically have to declare it as business income.

Thanks!

Currently Statements can show the current retainer balance when the option is selected while the Statement is being created (Preview > Options). There is no way at this time for the Retainer History to appear as well on the statement (Retainer Start, Retainer Payments...)
I can log this as a feature request on your behalf.

Thanks!
Sean M

quote:

Originally posted by The Billings Tyro:

quote:

Originally posted by Bruno Tozzo:
The best way to use the program in this manor is to create the retainer first. Then when you are ready to invoice your first bill you apply the retainer that was obtained while creating the invoice. That way when you send out the invoice its already paid for and you will not have an unpaid invoice.

Thanks for the reply. Maybe I wasn't clear, though. I need to create an invoice first so I can send it to the client so I can get paid the amount that I can use for the retainer. Unless you mean that there is a way when creating a retainer to create an invoice that bills for the retainer. But I don't see any way to do that. Please explain.

If you are trying to send the customer an invoice/receipt for the Retainer amount received or to be received, that is also a request, which I have already logged on your behalf.

Thanks!
Sean M

quote:

Originally posted by Sean Mendonca:

quote:

Originally posted by The Billings Tyro:

quote:

Originally posted by Bruno Tozzo:
The best way to use the program in this manor is to create the retainer first. Then when you are ready to invoice your first bill you apply the retainer that was obtained while creating the invoice. That way when you send out the invoice its already paid for and you will not have an unpaid invoice.

Thanks for the reply. Maybe I wasn't clear, though. I need to create an invoice first so I can send it to the client so I can get paid the amount that I can use for the retainer. Unless you mean that there is a way when creating a retainer to create an invoice that bills for the retainer. But I don't see any way to do that. Please explain.

If you are trying to send the customer an invoice/receipt for the Retainer amount received or to be received, that is also a request, which I have already logged on your behalf.

Thanks!
Sean M

Thanks! Do you mean Billings currently can't invoice for a retainer and you are submitting that option/feature as a requested addition to a future version of Billings?

quote:

Originally posted by Sean Mendonca:

If you are trying to send the customer an invoice/receipt for the Retainer amount received or to be received, that is also a request, which I have already logged on your behalf.

Thanks!
Sean M

That's exactly what I need, thanks!

@ The Billings Tyro

Yes, that would be correct. This is not currently available and I have submitted this as an enhancement in a future version of Billings.

@fongd

Your welcome.

Thanks!
Sean M

Hello,

I found the following thread while trying to do the same as others here and in other threads. There doesn't seem to be an "official" way to currently send a retainer invoice.

I've followed EMD's solution and it seems to work so far for me.
EMD's Way http://forums.marketcircle.com/eve/forums/a/tpc/f/57810...171092615#8171092615

Hope this helps.