Setting up predefined invoicing items in Admin Settings

This article provides a step-by-step guide on how to create predefined invoicing items in BigChange. These items are intangible but chargeable, such as services or consultations.

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Creating a Predefined Invoicing Item

To create a predefined invoicing item, follow these steps:

• Navigate to the [Top menu] Account settings (icon)
• Settings
• [Side menu] Financial
• Select 'Predefined Invoicing Items'

• Select Add
• Fill in the necessary details such as Description, Selling price, VAT etc
• Ok

Setting Up Invoicing Item Details

When setting up the details for your predefined invoicing item, consider the following:

• Reference - This should be a unique code for the service or consultation. These will be required should you ever require to export/import Predefined invoice items.
• Group - Add the PDII to a group
• Nominal code - Default nominal code
• Department code - Default department code
• Description - Provide a more detailed explanation of what the service or consultation involves.
• Cost Price - Set an internal cost for the service or consultation. This will enable you to work out financial margins.
• Selling Price: Set a price for the service or consultation. This will be the amount charged to the customer.
• VAT Rate -  Select the appropriate VAT rate. If you're unsure, consult with your financial advisor or accountant.
• Recurrence - Should you require a recurring payment
• Booking site - If you require this PDII to be visible on booking site
• On device - If you require this PDII to be visible on the mobile app for resources to use
• Sets - Add this PDII to a set (more information available on the Predefined invoicing items Sets article)

Setting Up Invoicing Item Custom Fields

Predefined Invoicing Item custom fields can also be added to provide you with extra fields if required to enter in further information against each item.

To create the PDII Custom Fields:

Navigate to: [Top menu] Account settings (icon) → Settings

1. Financial [Side menu]
2. Predef. invoice items' custom fields

3. Add

4. Field Label

5. Field type

6. Ok

You can then customise the custom field to match the type of information you are wanting to enter against the invoicing items.

Once added, you will find the custom field at the bottom of each invoicing item for you to amend and add information to when required.

Adding Predefined Invoicing Items to Jobs

Once you've created your predefined invoicing item, you can add it to jobs:

• Navigate to [Top menu] Schedule
• Select a job.
• View

1. Select the financial tab
2. Select the Add predefined item (icon)
3. Start typing a description or reference in the reference field
4. Select from the list

Conclusion

Creating predefined invoicing items in BigChange allows you to charge for intangible items such as services or consultations. By following the steps outlined in this article, you can easily set up and add these items to jobs. Remember to always provide clear and detailed information when setting up your invoicing items.