Time & Material Billing
The Windows T-Bill program is designed to allow the contractor to generate and track invoices in order to bill customers for time and material jobs. This program consists of three main sections:
• A complete database of both items and assemblies that can be price updated from most major pricing services.• The invoice portion designed to reflect “time & material”, “time and material not to exceed”, “quoted”, or “callback” all generating a different type of invoice.• The Windows T-Bill program can operate with any of the McCormick Systems’ Windows estimating packages or run as a stand-alone program
The Database
McCormick Systems’ T-Bill database is driven by the same item and assembly database
as the Windows family of estimating software. Each item can have an unlimited
number of specifications
(name, number, DCI code, date of last update, etc.) and can be updated by
major
pricing services. Each assembly can have up to 256 items.
The database has the ability to be brought up in many different ways to help you find an item/assembly.
The T-Bill program uses the same simple, demand controls as McCormick Systems’ Windows family of estimating software and can be used “stand-alone” or attached to your existing McCormick database so that only one database needs to be maintained.
Windows T-Bill also comes loaded with its own items and assemblies.
Work Orders
McCormick Systems’ T-Bill will allow contractors to create custom work orders based on
any database that has been installed. That means your crews in the field won’t have to “second
guess” the office to show what materials have been used. They simply find the correct
entry and enter the amounts, or they can write in what has been used. The work
order is
already setup to match the database directory.
The office can even include the basic assemblies such as data/voice outlets, cable tray, racks, which makes the field crews’ task even easier, just total the amount and enter it.
It’s possible to create multiple work orders for each type of job, i.e. residential, commercial office, warehouse, etc. as well as multiple pages and custom headers.
Data Inputs
McCormick Systems’ Windows T-Bill program is very easy to use. Once in the
program, select the customer to invoice. You can create a new invoice or
view/edit an existing one. You may select the type of invoice (time & materials,
not to exceed, callback and quote). You also have the ability to select the
craftsmen or estimator. All of this from an easy point and click interface.
All that is left at this point is the input of items from a list submitted from the field. Entry can be by line item or assembly input. If you input from an assembly (2 to 256 items with one keystroke), you have the ability to edit the list (take away items not used, change quantity, etc...).
Your invoices are saved as you work. You may print an invoice at any point
or continue to edit one until you have achieved the required result. At any
point, T-bill allows you to print out an invoice for management review
prior to mailing and posting.
Printing Invoices
Invoices can be printed two ways. First is a Customer Invoice that will show
information based on the type of invoice chosen, i.e., Time & Material,
Quote, Not to Exceed, or Callback. This invoice will include Quantities,
Description, Price and Amount. It will also breakout subtotals for Labor,
Material and Tax as well as the final Total Amount Due.
Second is an Office Invoice that will have all the above information as well as your Cost, extended Amount and Tax Codes. You also get the Total Cost, Profit and Percent to see immediate value of the job.
All the invoices can be “batched” to allow printing at a later time when they are all complete instead of one at a time, saving time and resources.
Reports
In addition to creating invoices, the Windows T-Bill program also generates Summary Reports, based on posted invoices, that show you the value of your customers, craftsmen, and estimators. Those can be further broken down by year-to-date, month-to-date, and quarters for accurate fiscal management.
When an Office Invoice is created, you have the opportunity to list who estimated the job and who did the work.
After posting, you have the ability to see year to date and month to date totals by dollar for each account, directly in the program.
Finally, the program tracks the number of “call backs”, by Account and Summary Report, so you can again determine the “challenges” generated by the customer, craftsman and estimator.
Ultimate Benefit
Almost every company has cash flow problems and many of these problems are self created.
Most of the time, billing takes back seat to other tasks as it is time consuming and, even though very profitable, an unpleasant task. With the use of a good billing program, this task is accelerated, is much more pleasant, looks more professional, and tracks your profitability. In addition, as invoices can be generated more efficiently, billing can go out on a more regular basis, therefore reflecting a greater cash position which directly affects the bottom line.
If speeding up cash flow and increasing your bottom line is important to you, call us. We will be happy to tell you more about the Windows T-Bill program. Call us today at: 800-444-4890.