View Full Version : Quickbooks - Do you see any problems with my new billing?

01-25-2002, 02:21 PM
Before this year I was using invoices. I would do the work and create an invoice for the work performed.

Now this year with my new "agreements" and 10 month billing system.. I was thinking of using statements and making them a memorized transaction, because they are paying the same amount each month.

Or should I continue to use invoices and maybe making them a memorized transaction?

Does or will it matter?


Kent Lawns
01-25-2002, 05:59 PM
It will matter to your commerical (ie. non-single-family residential) accounts. Those generally require an invoice with a unique number to be attatched to their AP program.

When dealing with homeowners, statement billing is the way to go.

01-25-2002, 06:15 PM
Kent Lawns,

That (inv. #) was the first thing to come to mind. I only have residentials.. and some of them would put the inv. # on the check.


01-25-2002, 06:31 PM
How do you track or breakdown services (items)?

When using invoices I could track all the sales by item... when I did what on which date, how many cuts for the past 2 years, etc.

Now it's just single charge each month for all services labled "Lawn & Landscape Monthly Charges".

Maybe I can make up invoices as I service and not enter any charges??

Kent Lawns
01-25-2002, 08:24 PM
1st of all, we use statement billing, but not memorized.

You can track each item the same as invoices. You enter each service item right on the statement as though you were entering on an invoice. (Can't do sales tax on a statement.)

As far as writing the invoice #'s on the check, you don't need that, do you?

Just send a statment out each month (or more often, if needed) from the date the account had a $0 balance through the date of statement printing.

01-25-2002, 09:45 PM
Yeah.. I knew I could enter them on the statements. It's just a little awkward because of the billing being spead out over 10 months... may be confusing to the customer. I didn't really want to give them a means to keep track of cuts either ;) Not that I want to cheat them.

Thanks again

01-25-2002, 10:36 PM
If they buy an inclusive contract for an annual fee, paid in installments, then all you owe them is a monthly invoice for April lawn care $100, May lawn care $100, etc.

Good work records are a must for job costing as well as answering any customer questions as to what, how many, when etc.

01-25-2002, 11:20 PM
Yeah.. That's why I asking.. What's the best way to do that? Any suggestions/recommendations?

01-26-2002, 01:19 AM
I have annual as well as monthly pay as you go customers. I bill at the end of every month . Here's what I do:

1. Create memorized invoice for customer, with frequency of every month AND mark invoice as pending sale.

2. Add to the invoice as needed during that month. I create a memorized report to pull up these invoices easily.

3. At end of month I mark invoice final and make sure "to print" box is checked.

4. Go to File, Print, invoices and print.

5. If anyone is behind in payments I also print a statement for them.

I hope this helps. It is easier to do than explain.

01-26-2002, 01:36 AM

Thanks for you help.. I've been using QBs for 3 years and I am pretty familiar with creating invoices, statements and what-not.

What I'm not sure about is.. now that I'm pre-billing clients (almost two months in advance) .. what's the best way to track services?

01-26-2002, 09:32 AM
I had the same situation since 1986. We used acctg that interfaced with nothing. I had a stand alone database that I built with my services in it. To bid I just entered quantities of something. Things like hrs/cut, hrs to trim shrubs, cu yd of mulch, hr to spread mulch, sq ft to aerate etc.

It did everything delivering me a price for each service, ading up to the anual amount and figured payment terms at the end. I could vary the down payment % and the Number of months.

I could print reports for who got each service and in what qty, then go do the work. When the work was done we would just go change the "Y" for yes in that service to a date. We also had our own internal paper record. For mowing we always used a route sheet with time and crew info. It was just for us.

We would print a billing list from the database each month for the contract people and my wife would search the weekly route sheets for the dates of the per cut jobs.

Now you can make this easy. For a few hundred dollars to buy or a few dollars/mo lease you can go to Alocet, the Lawn Monkey people and start using their QExpress program which does all this stuff and integrates with QB so you don't have to enter customers. Go check it out. You heard it from me first.

01-29-2002, 01:43 AM
It sounds like you're not getting the answers you want. Don't know if I can help either, but here's what I do.

I memorize invoices with the total monthly charge on the first line item. I add 4 more line items with no price. My maintenance template has a 'date of service' column. When the service is completed for a particular day, I'll go to my "to print" list, pull up each invoice for that day's customers, and input the 'serviced on' date. Any line items which don't have a date when it comes time to print invoices get deleted.

I find it kinda strange that you don't want to give your customers some means of keeping track of cuts. The customer has every right to monitor your activities, and you need to make it easy for them to do so.

Make up a two part carbonless form and call it a maintenance report. On this form list any or all of your activities, time in and out, etc., and when you're done servicing a yard, check off your activities for the day, put it in a door hanger, and leave it for the customer. The copy stays with you and goes to their file. This way the customer knows exactly what she's getting and is less inclined to shop around. This is also a good way to track time at the end of the year.

BTW, I just got QBXpress and don't like the invoicing, it's not customizable. I'll probably only use it for scheduling. Hope some of this helps a little. Daniel

Lawn Ape
01-29-2002, 09:18 AM
Just a note fshrdan,

You don't have to print your invoices in QX. You can generate them, then when you send them over to QB, just make sure you have "To Be Printed in QB" checked. This way you can print them from QB using your templates.

01-29-2002, 11:19 PM
Originally posted by TSG
Before this year I was using invoices. I would do the work and create an invoice for the work performed.

Now this year with my new "agreements" and 10 month billing system.. I was thinking of using statements and making them a memorized transaction, because they are paying the same amount each month.

Over a 12 month period, I charge the same except for doing extra charged services. Either I will amend invoice or do a seperate invoice. Otherwise all my route are broken into sections(ie.. upper san bruno(30) lower san bruno (20)) All invoices are memorized, so only tell it to invoice a group.

The only time my clients get a statement is when:
mutiple invoices in one month
delinquent accounts--

On the delinquents, I print a basic transaction history: inv# check # and month that check was used to pay. Also finance charges.