Help & Support » Guides » User Guide » Modules » Retainers » Materials

Materials on Retainers

Invoice all of your non-time related costs associated with your retainers, whether charging your clients a Remote Monitoring Fee, a Google Apps Subscription, an Antivirus & Security License, or any other Hardware Licenses.

Using this guide, you can:

  • Understand what Materials are

  • Designate a quantity and price

  • Define income ledger and tax codes

 

Materials

Materials are where you track all of your Retainer expenses, or any “extra” charges for the retainer period, such as any necessary fees, subscriptions, licenses, or even business lunches. A Material is specific to the Retainer module.

Materials allow you to track and invoice for expenses/costs/services within a period which are in addition to the fee charged for the work performed in the retainer.

Your materials can be configured in two ways:

  • Recurring: Materials can be configured in the Period template so that their cost is automatically added to each Period invoice; this is useful for charging for items such as software licenses, subscriptions, equipment rental, hosting and so on.

  • One-Off: Materials can also be added to existing Periods to account for unplanned expenses related to the Retainer; useful for charging for things like travel expenses or hardware replacement. Note - for Retainers which are pre-paid you'll need to issue a new invoice to account for these unplanned expenses.

Recurring Materials are created at the initial Retainer Configuration page - 

  1. Users with administrator access will be able to open to Configuration screen for retainers by clicking the Modules button, choosing Configuration, and then selecting Retainers

  2. Click Progressions & Fields and choose which Retainer Type you want to add the inclusion.

  3. On the Retainer Type Setup page, click Edit Type.

  4. Click the +Add Template Material button

  5. On the Create Template Inclusion page, note a Description, the Quantity of items, the price, tax, and ledger information, and whether to include the Rate & Line Item description on the invoice for this Material.

  6. Click Save.

One-Off Material Inclusions can added to existing Periods - 

  1. Use the Edit Period button found under the main Retainer page.

  2. On the resulting Retainer Setup page, use the +Add Retainer Material button to bring up the Inclusion menu

  3. On the Create Template Material page, note a Description, the Quantity of items, the price, tax, and ledger information, and whether to include the Rate & Line Item description on the invoice for this Material.

  4. Click Save.

  5. Period materials are automatically added as line items when an invoice is created for a period.

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