Ezekia

Overview

Billing is used to record potential, actual and invoiced revenue on projects. There is functionality to generate fee splits. Billing can be entered in any currency and will be converted to your base currency if it is different. Billing details are easily reported on using Query Builder. 

Billing tabs are available on Assignments, Opportunities and Lists, but administrators can choose to restrict access or hide them from some users.

Screen Tabs

The billing page is divided into four tabs, but the section at the top shows the same accumulated figures regardless of which tab is selected.

Revenues

These are used to store the revenue values that you expect to receive for the assignment.  Click the New Revenue button to create a new record.

You can set the fields to the values you need.  The probability indicates how likely you are to receive the money, with 100% indicating that the amount is certain to be received.  A lower probability will result in a weighted revenue figure in the summary section.  If you use a different currency from your base currency, the figure will use a recent exchange rate to calculate the value of the revenue in your currency. You can use a negative figure to indicate a credit.

At the bottom of the screen, you can tick the box to add fee splits – these are typically used to apportion commission.  Fee splits are not mandatory.

When you save the record, you will see a summary of the details. The three dots icon on the right can be used to edit the revenue, create an invoice record from the record, duplicate it (which is useful for recurring items) or delete the record.

Fee Splits

When you save a revenue or invoice record, you will have the opportunity to include fee splits. These can be used to apportion fees to multiple people involved in a project and can be assigned to firm users or people records. Untick the checkbox if you prefer not to use fee splits.

Invoices

This tab is used to create and send invoices to your customers.  Invoices differ from revenue records in that you are all but certain to receive money for an invoice, whereas there is less certainty with revenue records. You can create an invoice from a revenue record using the ‘Convert to Invoice’ function, or you can use the ‘Create Invoice’ button on the Invoice page to create a new record from scratch.  

The dates will be populated automatically when you lock the invoice.  The invoice number can be generated automatically if your administrators have set them up to do so, or entered manually if not.  You can add more line items to the list by either duplicating an existing line item using the icon on the right or by clicking the + icon.

At the bottom of the screen, you can tick the box to add fee split records to the invoice.  Fee splits are not mandatory.

When you save the invoice record, the status will be ‘Open’, meaning that the invoice is a draft, and can still be edited and new fee splits added.  

A saved, open invoice record will look like this.  The ‘$’ icon on the right can be used to view the line items.  

Before sending the invoice, you will need to have an invoice template (your administrator should create this) and have a billing contact added in the Contact section. You can have negative values in invoice records to indicate a Credit Note.

The 3 dots icon on the right can be used to Edit, Preview, Download, Send, Duplicate or Delete the invoice.  The Download or Send options will lock the invoice.  Once locked, the invoice becomes read only (it can be unlocked by an administrator). Whilst locked, the status can still be changed to indicate that the payment has been received.

Fixed Fees

These are similar to fee splits, but are used to pay fixed amounts, typically for expenses, overhead charges, etc.  Click the ‘New Fixed Fee’ button to create a new record.

The recipient can be any person record or any Ezekia user. 

Complete the necessary fields and save the record.  The saved record will look like this, indicating the recipient, the type and amount.

The 3 dots icon can be used to edit, duplicate or delete the record.

Contact

A billing contact is the person to whom any invoices will be sent.  This tab is used to add a single billing contact for the assignment or opportunity. You'll need to add a billing contact before you can send or lock any invoices.  

The name and address on the billing contact are used as the ‘Bill To’ name and address on the invoice.  If you want to ‘Send’ the invoice directly to the person, you should ensure the email address for the billing contact is present.  

You can create a new person record or select an existing person on this panel. The person can be any person recorded on Ezekia.    

Billing Administration Functions

Administrators can perform the following functions: