Receivables

Set As of to see what was owed on a given date, and narrow it to one Job if you need to. The page shows:

• the aging, described below;
• Open items — invoices and pay applications with money still owed, the oldest due first;
• By customer — what each customer owes, by age. Under Statement, Statement PDF downloads their statement of account, Email sends it, and Send a reminder sends one that names what's past due;
• Invoices — every invoice, filtered by All, Unpaid, Drafts, Paid or Void.

Pay applications themselves are made on the job's Pay applications tab, under Financial › Money in, and every billing job's application for the month is listed at Money › Pay applications; see Getting started with Job. Once sent, they appear here with what was asked, paid and still owed.

1. Start it.

   Select New invoice. Choose the Job, or No job (overhead or one-off work).

2. Say who it is to.

   Under Bill to, pick the customer from the company directory or type their name. A customer from the directory brings their address, payment terms and email. Check the Billing address.

3. Set the dates and terms.

   Enter the Invoice date and Terms, such as Net 30. Leave Due date blank to work it out from the terms. Enter a Sales tax % if it applies.

4. Add the lines.

   For each line, enter What it's for, the Quantity, Unit and Price, and check Taxable where tax applies. Add a line adds another. Anything under Note on the invoice prints on it.

5. Bill costs passed through, if any.

   Add billable costs lists the job's approved vendor bill lines and expenses marked Billable that aren't on an invoice yet. Check the ones to bill, enter a Markup % if you add one, and select Add to the invoice. Each cost goes on one invoice only; removing its line frees it to be billed again.

6. Save it.

   Select Save draft. The invoice is numbered and stays a draft until it is sent.

Signed T&M tickets are billed from Jobs › T&M tickets, or the job's own T&M tickets tab, not from Receivables.

1. Choose the tickets.

   Select Bill T&M tickets, choose the Job and the Invoice date. Every signed ticket not yet on an invoice is listed and checked; uncheck any to leave for later.

2. Make the draft.

   Select Make the draft invoice. A draft invoice is made with one line for each ticket, at the total the customer's rep signed, and opens on Receivables.

A ticket can be billed only once it has been signed. Removing a ticket's line from the draft, or voiding the invoice, frees the ticket to be billed again. Extra work that belongs in the contract goes on a change order instead: on the job's T&M tickets tab, check the signed tickets and select Add to a change order, which carries them at the signed total.

Open the invoice and select Send…. The email dialog opens with the invoice attached as a PDF:

• Send emails it from Aggrado and marks it sent. To is filled in with the customer's email from the directory; if there is none, type their accounts payable address.
• Mark sent without emailing records that it has gone out another way, for example by post. It does not email anything.

Once it's sent, the same place has Send again… to email it again.

Download PDF gives you the invoice to print or send yourself. See Sending documents.

With QuickBooks Online connected at Settings › QuickBooks and accounting, sent invoices and pay applications go to QuickBooks, so nobody types them in twice. With the company switch Send pay applications and invoices to QuickBooks when they’re sent on, each goes as it's sent, the way approved bills do. With it off, each one has its own Send to QuickBooks button.

• An invoice goes under the customer with its number.
• A pay application goes as an invoice for what is asked for on it this period: the period's work and stored materials, less the retainage held on them, which is a line of its own. Retainage released on it is billed on it. It goes under the job's QuickBooks customer, so match the job on the accounting page first. Its number in QuickBooks is the invoice number typed when it was sent, or else the job number and the application number, such as 2611-3. One the customer sent back goes once it has been revised and sent again.

The invoice or pay application then says In QuickBooks, with Open in QuickBooks. One that didn't get there says why, with Retry. Each goes once. When the customer's payment is entered in QuickBooks, the next sync brings it back and settles the invoice or pay application.

1. Record it.

   On a sent invoice, or a sent pay application opened here, under Payments, select Record a payment. On the job's Pay applications tab the button is Record the payment. Enter the Amount received (it starts at what is still owed), Received on, the Method (Check, ACH, Wire, Card, Cash or Other), the Reference such as a check number, and a Note. Select Save payment.

2. Verify it against the deposit.

   A payment shows Not yet matched to a deposit until someone selects Verify. An unverified payment entered by mistake can be removed with Delete.

An invoice's status follows from its payments: Draft, Sent, Part paid, Paid or Void, with Past due and the days shown once it is overdue. A short payment leaves it part paid with the rest still owed. A payment larger than what is owed is refused. When an invoice for T&M tickets is paid, the tickets are marked paid too.

The tiles at the top divide what is owed by how many days past due it is: Current, 1–30 days, 31–60 days, 61–90 days and Over 90 days. Retainage held is held by customers on pay applications and is not counted as late. Total owed shows how much of it is past due.

A pay application is due by the customer's payment terms, counted from the day it was sent. Download CSV saves the aging as a spreadsheet. Everyone who makes invoices (by default owners, Office admin, Accounting & payroll and project managers) is notified when an invoice becomes past due, and the home page shows Money owed.

Open the invoice and select Void this invoice…, say why under Why void it?, and select Void invoice. It stays, numbered and marked void. T&M tickets on it are freed to be billed again. An invoice with payments recorded against it cannot be voided.