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Quickbooks - Do you see any problems with my new billing?

Discussion in 'Business Operations' started by Lawn-Scapes, Jan 25, 2002.

  1. Lawn-Scapes

    Lawn-Scapes LawnSite Silver Member
    Posts: 2,810

    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?

    Thanks
     
  2. Kent Lawns

    Kent Lawns LawnSite Senior Member
    from Midwest
    Posts: 870

    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.
     
  3. Lawn-Scapes

    Lawn-Scapes LawnSite Silver Member
    Posts: 2,810

    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.

    Thanks
     
  4. Lawn-Scapes

    Lawn-Scapes LawnSite Silver Member
    Posts: 2,810

    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??
     
  5. Kent Lawns

    Kent Lawns LawnSite Senior Member
    from Midwest
    Posts: 870

    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.
     
  6. Lawn-Scapes

    Lawn-Scapes LawnSite Silver Member
    Posts: 2,810

    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
     
  7. HBFOXJr

    HBFOXJr LawnSite Bronze Member
    Posts: 1,706

    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.
     
  8. Lawn-Scapes

    Lawn-Scapes LawnSite Silver Member
    Posts: 2,810

    Yeah.. That's why I asking.. What's the best way to do that? Any suggestions/recommendations?
     
  9. tpirobert

    tpirobert LawnSite Member
    Posts: 207

    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.
     
  10. Lawn-Scapes

    Lawn-Scapes LawnSite Silver Member
    Posts: 2,810

    Robert,

    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?
     

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