Retainer jobs with recurring invoices
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    Retainer jobs with recurring invoices

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    Article summary

    This process should be followed when you have any monthly/quarterly retainer fee agreements. This page will show you how to create a Retainer Job with recurring invoices. 


    Step 1: Create a Retainer Job

    Create a job and select the cycle as "Retainer Job."

    The job status can be set to either "Proposed" or "Live."

    This will add an additional tab in the job window called "Ret Invoices," which stores the recurring invoice information.

    Step 2: Create Estimate

    Quotes for a retainer job include an additional option to select the appropriate invoice cycle: Weekly, Monthly, or Yearly.

    When creating the estimate, enter only the amount you intend to invoice for each cycle. For example, if invoicing monthly, enter the monthly amount in the estimate.

    Step 3: Accept the estimate and create a Retainer Invoice

    When you accept the estimate > select create new retainer. When “accepted” the amounts from the estimate is added to the budget for the related job.

     You do not have to recreate the detail which was in the Estimate this will pull through

    Right click in the Description to add start and end dates which will auto updated each month


    Recurring Invoice

    Field Name

    Field Description 

    Next/Final date

    Add in the start and end dates for the Agreement, the next date is also the date of the next invoice

    Date Range

    Select the date range which covers the period on the invoice

    Description

    This is the description you would like to see on the invoice, if you right click in the description field you can add start/end dates so that they will auto populate with these dates for each invoice

    Stationery

    Choose the stationery template for the printed invoice

    Sample of the saved recurring invoice

    Step 4: Process Retainer Invoices

    There are a a number of ways to process the retainer Invoice. Once processed test invoices will be generated for review. Once reviewed, they must be logged in the usual manner.

    • In the Rec. Invoices tab, select "Create Next Invoice."

    • Navigate to Costing > Invoices and Credit Notes > Recurring

    • If retainer invoices are scheduled for the day, a message will appear prompting you to create the invoices (e.g., "Create 30 Invoices"). Click to proceed. See screenshot below


    Need more help?

    Please contact support, call 02 8115 8090 or email support@jobbag.com


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