Project billing system for agencies and other project based businesses

Whether your client requires a detailed analysis of all the work you’ve done or a narrative style of invoice, Synergist's project billing and time billing functionality will provide it quickly and professionally. Plus, control over the layout of your invoices means they can enhance your brand too.

However, the key function of invoicing systems should be to ensure invoices go out promptly and accurately, seamlessly integrated with your time billing system.

So here’s how the Synergist system makes time and project billing for agencies and other project-based businesses quick and easy:

  • Customisable list of jobs requiring billing, based on either billing plans or costs incurred
  • Easy draft invoice creation with content from quote, list of work done, any existing invoice, job description or manual
  • Intelligent invoice approval process speeds up checking
  • Comprehensive agency time billing
  • Branded invoice production via print, email or fully electronic via Tungsten Network (previously OB10)
  • Full multi-currency support
  • Multiple jobs billed on a single invoice.

All invoices are posted electronically (with nominal analysis) to your chosen accounts system including:

  • Sage 50
  • Xero
  • Sage 200
  • Sage ACCPAC
  • Access Accounts
  • Sun Systems
  • IRIS Exchequer
  • Microsoft Dynamics-GP
  • Agresso
  • MYOB
  • QuickBooks
  • Pegasus Opera
  • Dream

Making billing plans work for you

If you ever have to deal with either retainers or stage payments, you will find billing plans to be invaluable.

Creative agencies, for example, often have to deal with both retainers and stage payments at various times, therefore many in the creative, marketing and digital sectors will be particularly familiar with them, as will project-led companies such as engineering or professional services consultancies.

1. Retainers

Retainers are agreements between a company and a client to work together for a particular length of time, for a fixed fee. This is an alternative to working project by project.

For some types of client, this is an advantage to them. If they have consistent long-term needs, and want to spread costs evenly throughout the year for budgetary and cash flow purposes, it makes sense. In theory it can also give them preferred-client status and priority treatment, as well as a reduction in fees in view of the commitment.

From the agency perspective, everybody knows that retainers are harder to get nowadays. But even if they manage only a few, they need to have a way to handle them efficiently, safely and quickly.

2. Stage Payments

Stage payments are interim payments made by the client at specified milestones of a project’s life. They reflect costs and resources invested in the project at agreed stages. On large projects, this significantly reduces the service provider’s risk.

What to look for

Having a simple invoice app is not enough – you only get full benefit from any invoice application when it’s fully integrated with the rest of your system and it can handle the full range of invoices you need to produce.

When choosing a system you will want to ensure the system gives you flexibility, intelligent error reduction and seamless integration with the rest of your processes.

  • Flexibility, for example the ability to set different amounts each month.
  • Integration of Billing Plans with your Quotes, so that you can easily generate an invoice through the Billing Plan using the job quote as the content.
  • Integration with the actual invoice production, so that you can raise invoices from the billing plan with accuracy and speed.
  • An easy way to see at a glance which items have been billed and which haven’t, to prevent inadvertent double-billing.
  • Connection with all your overall revenue stream planning and reporting for the current month and future months, for cash flow planning.

Other Synergist features

Billing plans can be at job or phase level.

Auto billing plans can be set up, ensuring that all jobs get a billing plan by default. Note that auto plans can be converted to manual plans (and vice versa).

Billing Plans have various sections:

  • Date is fixed, or relative to various options such as:
    Job start and due date, expected close date, phase start date or phase due date.
    Number of months of relativity
  • Planned Values
    Synchronisation of planned value with the quote
    Percentage
  • Revenue recognition
  • Invoicing from the Billing Plan
  • Invoicing from the Billing Plan with Revenue Recognition
  • Reporting options on Billing Plans, including:
    Report on Billing Plans that have been invoiced or not invoiced

The Agency Works

Our exclusive UK implementation partner

Providing on-site demonstrations, training, experience and consultation.