• ACCOUNTS RECEIVABLE 

1. 1. 1. Make sure Quickbooks is accurately showing who has paid so we don’t send notices to those that have paid and haven’t been marked.

         • Match bank deposits with Invoices, update Quickbooks accordingly
         • Document for matching
         • Check that all payments are marked Paid in Quickbooks
         • Send overdue Invoice reminders
           • Invoices due net 30 days
           • After 30 days, reminders weekly for 2 weeks.
           • After 45 days, a personal note (or phone call for invoices over $1k).
           • After 60 days. If no response to the note or call, send 30-day termination notice and call/leave message that it is in motion.

• TIME REPORTS: 

1. 1. Create Time Reports for Invoicing in Harvest
   2. Go to Reports Tab | Set time to Last Month | Select Clients | Sort hrs high>low
   3. Correct time entries where needed – projects, etc.
   4. Run a report for the month, then create invoices based on work completed for that month
   5. Run all time even if some are on pre-paid contracts
   6. Enter Time Reports into Airtable

• PREP AND RUN INVOICES FROM AIRTABLE

1. 1. 1. Change filter on both ‘Invoice Prep’ and ‘Invoice Export’ to month (month being billed i.e., “3” for billing at the end of March)
      2. Check to see that everything that should be invoiced is appearing.
         1. TIME: Time from Harvest
         2. STANDARD: Standard monthly/annual hosting and support (should already be in Airtable)
         3. REIMBURSEMENT  – Utilities: (Group CJ)
         4. NEW: Agreements
      3. Establish Invoice Name | Protocol: Client Month What (ex: Blue Million March 24 Hosting)
      4. Add appropriate descriptions
      5. Check Line Item detail accuracy
      6. Markup all plugins 20% *WILL BE AUTOMATED
      7. Make sure contacts, addresses, are correct. They will transfer to Quickbooks.
      8. Check tax status
      9. Fill in the last 3 fields for how to enable payment with true/false flags

• EXPORT

1. 1. 1. Move from ‘Purchases | Time | Invoicing’ view > Billing: Invoice Export view > Set month number in Filter; set quarter
      2. Export file to CSV
      3. Save that file in Exports for QB folder
      4. Setting “Exported” will remove the Invoice from the active Que to prevent it from being re-imported.
      5. Invoice Bulk Import https://saasant.com
      6. Review import | Send file to Quick Books

• QUICK BOOKS

1. 1. 1. Review/Edit each new invoice for: 
         1. correct date sent/due 
         2. correct billing address
         3. Add option to pay by CC if the amount is less than $1,000
         4. Determine if attachments required (ie time detail, proposal agreement, etc)
         5. If NEW client, attach Blue Million W9
      2. Save invoice
      3. Review and Send 

• CLIENT-SPECIFIC NOTES

• • FTBOA Monthly
    • Agreement is $800 but can be variable as long as they were aware along the way.
    • Rate is $85 and $135
    • Attach Time Detail

• • FOR CAMELOT:
    • Include Invoice/Time Detail file out of Harvest
    • Update Annual summary spreadsheet | Create PDF and put in appropriate month folder.
    • Include both attachments to invoice in QB

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NOTES

In Blue Million CRM:

• CLIENTS
  • Should match company name in Agreement and will be the name/address/contact in Quickbooks
• PROJECTS
  • Should match:
    • Google Drive
    • Harvest/Forecast

• “QUOTATIONS” 
  • around client – remove comma in name in both Airtable and Quickbooks

• PURCHASE|INVOICING
  • Does not show anything with “House” as Status
  • Annual if it is the month you set
  • Monthly: all of them
  • One Time: All that aren’t …
• CONTRACTS
  • All work needs a contract
  • Multiple Invoices can be associated with each contract
  • Work Order is the same as Invoice – automatically numbered

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TODO

1. Cc: Billing: when does this get populated?
2. Update rates In Harvest – LDW
3. UPDATE CRM PROJECTS WITH BUDGETS/PROPOSALS/ARCHIVE LDW
4. Write direct import to Quickbooks from Airtable | include attachments
5. Change ‘renewal date’ to ‘billing date’ and set via Purchases table TC
6. Set AT field to export cc and bcc fields for billing TC
7. Fix Biederman Exception in June TC
8. Look at hosting in Invoice Archive view: why so many Google listings? LW/TC
9. Automate the 20% markup on Plugins; after 1/1/25, add the markup notation in footnote of rate sheet.
10. Archive 2024? and older
11. Fix salutation field in QuickBooks to be First Name: LW

POLICIES

Don’t bill ongoing projects under 3 hours

Only allow CC payments if invoice is less than $1,000

-Check AR

-Update Projections

-Bring Harvest up to date

-Reconcile CC