Definition Of Terms

Client - any person, company, department, project, purchase order, job, etc, to receive bills.

• If you do work for two different departments of the same company and bill each department separately, you would set them up as two different clients and assign them separate Job Ids.
• If you do work for two different departments of the same company but do not need to separate the charges onto two bills, you would set them up as one client and optionally specify the departments in the individual charge descriptions.
• If you do multiple projects for the same client and need to bill each project separately, you would enter each project as a different client and assign each its own Job Id.

Item - any charge that is commonly entered can be defined with a charge type, default description, and default bill rate. This allows for easier entry and more consistent billing. Each item can be defined to have different rates for each client, but if a rate is not defined for a client, the default item rate is used. This prevents you from having to duplicate items for multiple clients.

Job Id - any alphanumeric id to differentiate clients or identify individual jobs you use for internal tracking. The system allows you to enter anything into this field. If the field is populated, the client's bill will print a notification instructing the client to reference the Job Id on their payment.

PO Number - any alphanumeric id the client requires you to reference on your bills. This is similar to the Job Id filed but is usually assigned by the client. If the field is populated, the PO Number will print under the client's address on their bill.

Tickets - short for Trouble Tickets and is any issue that needs resolution.

Type of Charge - BillEx.net has 6 different ways to classify a charge and handles each way differently.

• Billable Labor - any charge based on work time to be shown on the clients bill.
• Service - any flat-fee based service charges.
• Product - any taxable product. Sales tax will be calculated for these items based on the Client's defined sales tax rates.
• Reimbursement - any charges you have paid on behalf of the client in which you are needing reimbursement from the client.
  • Tax is not calculated on reimbursements so if you did not pay sales-tax on taxable items, they should be charged as a Product type, even if you do not mark them up.
  • Reimbursements should not be marked up. If your policy is to charge a percent mark-up on reimbursements, that markup should be charged separately as a service. You should check with your sales-tax laws to determine if additional sales-tax needs to be charged on product reimbursements subjected to your reimbursement mark-up policy.
• Unbillable Labor - time based charges you do not wish to include on a client's bill. These may be charges you enter to keep track of time for internal reporting purposes or for tracking payment to employees/contractors.
• Unbillable Other - any other charge you need to track to a client but do not wish to include on their bill. These may be expenses you incur for a particular job but which you have included in a flat-fee charge to the client.