Project Level Settings: Accounting

Overview

In the Accounting section of Project Settings, you can manage the project's billing methods, sales tax rates, invoice and receipt handling, and email templates. These settings provide full control over how billing is calculated, how taxes are applied, and how invoices are sent to customers, ensuring a seamless and efficient billing process for any of your projects.

Locate the page by going to Settings > Projects > select a project type > Accounting. See image below: 

Billing

In the Billing section, you have the option to choose between Project-level billing and Job-level billing to control how billing is presented to the customer and handled throughout the project.

• Project-level billing:When selected, the entire bill for the project is shown within the Crew App. The customer will only be able to make a payment upon completion of the final job in the project. This option is ideal when you want the customer to settle all charges at once, simplifying the payment process to a single transaction after all services are rendered.
• Job-level billing: When this option is selected, billing is broken down per job within the project. The Crew App displays the bills for each job up to the current day, allowing customers to make payments on each individual job throughout the project. This setting works well for long-term or multi-stage projects, where incremental payments might be preferable.

Sales Tax

Default Sales Tax Rate: The default sales tax rate applies to all taxable billable items in projects. If no custom rate is set, it will default to the organization's preset tax rate. Note that the tax rate can be overridden in specific projects if needed, providing flexibility for different scenarios.

Invoices

In the Invoices section, you can control how and when invoices are finalized, set the payment terms, and choose which invoice template to use. The following settings are available:

Automatically Finalize Invoices:

• When enabled, invoices will automatically be locked and finalized when the final job in the project is complete, and the remaining balance across all invoices is $0.
• When disabled, invoices must be manually finalized after reviewing the project’s completion and outstanding balances. In this case, the setting is turned off, meaning manual finalization is required.

Invoice Terms: This allows you to set the default payment terms for the project type. For example, On receipt means that the payment is due immediately upon the receipt of the invoice. However, you can override this when previewing and sending the invoice for a specific project if different terms are required.
Invoice Document: Here, you select the default invoice document template that will be sent to the customer. The Default Move Invoice Template is currently selected, but you can override this document when preparing an invoice for individual projects.

Emails

In the Emails section, you can configure the default email templates and options for sending invoices and receipts to customers. The available settings include:

Invoice Email (Required):

Select the default email template used to send invoices to the customer. The template set here is Default Move Invoice, but you can override this when previewing and sending an invoice for specific projects.
Include PDFs in Invoice Emails:

When enabled, every invoice email will automatically attach the most recent invoice document as a PDF. This ensures that customers always receive a copy of the invoice in a standardized format for their records. In this case, this option is turned on.
Automatically Send Receipt After a Full Payment Is Made:

When enabled, the system will automatically send a receipt email to the customer after full payment has been processed for the project. This option is currently disabled, meaning receipts need to be sent manually if required.

Note: If you have any additional questions, be sure to contact Supermove Support at [e-mail]